Event Coordinator, Facility Rentals

Job Title

Event Coordinator, Facility Rentals

Full-time

The Royal Conservatory – Toronto, ON M5S 1W2, CA (Primary)

The Royal Conservatory (RCM) is one of the largest and most respected music education institutions in the world, providing the definitive standard of excellence in curriculum design, assessment, performance training, and teacher certification. Graduates from its two performance training programs, The Glenn Gould School and The Phil & Eli Taylor Performance Academy for Young Artists, regularly perform on major international stages.

RCM is also a leader in early childhood education programs and arts‑based social programs, and presents a diverse range of concerts featuring the finest Canadian and international artists in its magnificent performance space, Koerner Hall. The Event Coordinator is part of the RCM’s Performing Arts Division and will coordinate meetings and events at the Royal Conservatory, including performances, recitals, rehearsals, concerts, galas, receptions, dinners, social events such as weddings and parties, AGMs, launch events, and meetings for a variety of clients.

• Promote and sell RCM event spaces to event clients.
• Coordinate site visits for potential clients.
• Compile all event information in a timely fashion to complete an accurate and clear event proposal for each potential client.
• Manage all communication between event client and the RCM in a timely and professional manner.
• Ensure that the client is aware of and adheres to all RCM event policies.
• Participate in and coordinate all aspects of event planning for each event to ensure compliance with supplier contracts and RCM policies.
• Act as the onsite contact for events, coordinating deliveries, suppliers, event set‑up, facility preparedness, signage, client assistance and all planning and day‑of‑event requirements.
• Assist and work with the RCM Facilities staff, catering staff, delivery and décor staff, and all applicable departments to ensure the guest’s needs and requirements are fulfilled while protecting the integrity of RCM academic and performance activities.
• Ensure that all RCM suppliers and RCM departments are aware of their specific duties pertaining to the group while they are guests of the RCM.
• Provide full onsite coverage of all groups, assisting other coordinators as necessary.
• Assist with event billing, event reports, and issuing thank‑you letters following each event.
• Record and maintain accurate records for each event and each potential sales contact.
• Attend weekly Facility Rentals function/event meetings to discuss upcoming events.
• Perform other duties as required.
• This role is primarily in person at RCM in Toronto, Ontario to meet onsite event and client needs.
• Accept the need to work long and unconventional hours, including evenings and weekends.
• Show flexibility to offset any evening requirements in terms of working hours.
• This opportunity is for a current vacancy.
• AI Disclosure: AI is not being used to screen, assess, or select applicants.

• Minimum of 3 years of experience as an Event Coordinator with performance, corporate and social events.
• Experience working at a performing arts venue is an asset.
• Positive and professional attitude.
• Exemplary customer service skills and demonstrated ability to work well with people of diverse backgrounds.
• Familiarity with local event suppliers and local annual events.
• Willingness and ability to work effectively under pressure and respond nimbly to deadlines, performing well in stressful situations.
• Careful, diplomatic and highly organized.
• Assiduous attention to detail.
• Excellent verbal and written skills.
• Good negotiating skills.
• Team oriented with an ability to work independently.
• Problem‑solving skills, diplomacy.
• Must be able to handle many details with care and be multi‑task oriented.

$50,000 - $53,000 per annum.

Professionally located at the Royal Conservatory’s Toronto campus; responsibilities require availability for evenings, weekends, and long hours as needed.