Roy Thomson Hall Massey Hall
The Corporation of Massey Hall and Roy Thomson Hall is a private, charitable,
non-profit organization, dedicated to excellence in the performing arts and
customer service. The organization cites its beginnings from the gift of Hart
Massey to the citizens of Toronto with the opening of Massey Hall in June 1894.
The current structure was founded in our incorp
orating act of 1983, following
the opening of the “New Massey Hall” in September 1982. The new
concert hall was named Roy Thomson Hall, in recognition of the largest private
donation (of the time) by the Thomson Family of Toronto. The gift was in memory
of Roy Thomson, Lord Thomson of Fleet. Roy Thomson Hall is home to the Toronto
Symphony Orchestra and the Toronto Mendelssohn Choir and has been chosen by the
Toronto International Film Festival for Gala screening events. Our organization
is run by a management team headed by our CEO and is governed by a Board of
Governors. We have both full-time and part-time positions at both concert
halls, which are located in downtown Toronto.
Job Description
EVENT
COORDINATOR
COORDINATOR
EMPLOYMENT
OPPORTUNITY- FULL TIME
OPPORTUNITY- FULL TIME
Do
you have the desire to make an impact and be part of an exceptional team? Does
a career with two of the world’s pre-eminent concert venues interest you?
you have the desire to make an impact and be part of an exceptional team? Does
a career with two of the world’s pre-eminent concert venues interest you?
The Corporation of Massey Hall and Roy Thomson Hall is a registered charitable
not-for-profit organization operating two of Canada’s premier concert
halls. The Corporation was established in 1983 to manage both Massey Hall
and Roy Thomson Hall. Founded on the legacy of Massey Hall’s central role
in the vitality of Toronto’s cultural life, the present Corporation’s mission
is to present a diverse schedule of Canadian and international performing
artists of the highest quality from classical and jazz to lectures, world music
and dance, and rock. Over 400 artistic productions are produced, marketed, and
staged at the Halls every year. In addition to events at these two Halls, we
also present concert events at other venues in the city, all of which are
represented on our website. Roy Thomson Hall is home to the Toronto
Symphony Orchestra and the gala screenings of the Toronto International Film
Festival as well as being the venue of choice for numerous corporate and
private functions.
Reporting
to the Associate Director, Sales, Bookings & Event Services, the Event
Coordinator is responsible for providing the highest standards of professional
event management services to rental clients and house/co-pro presentations.
to the Associate Director, Sales, Bookings & Event Services, the Event
Coordinator is responsible for providing the highest standards of professional
event management services to rental clients and house/co-pro presentations.
KEY
RESPONSIBILITIES (Massey Hall & Roy Thomson Hall)
Event Coordination (as assigned)
• Advance show/event requirements with client/tour manager leading up to event
date; conduct site tours and chair coordination meetings with clients and
internal departments
• Maintain positive, open lines of communication with clients and internal departments;
identify potential problems and negotiate solutions which meet the needs of all
parties
• Oversee events on-site, acting as liaison between the client and internal
departments
• Perform artist liaison duties for house presentations, ensuring that artist
requirements are advanced via tour manager or directly as required (ie: ground
transport, accommodation, catering, payment, etc)
• Troubleshoot problems and issues as they arise during events, making
immediate decisions on courses of action to ensure the overall success of
events
• Contract with third parties for externally provided items and/or services to
meet event requirements within budget constraints
• Compile estimates of expenses for each event and provide revisions (with
explanations) as event details change
• Collect deposits and insurance certificates from clients as required
• Keep internal departments informed of detailed event requirements through
weekly calendar meetings and event coordination memos, and direct various
department staffs accordingly on behalf of client
• Ensure that the Corporation’s fire plan and health and safety policies
are adhered to
• Identify potential problems and report to management, developing solutions
wherever possible
• Prepare settlement package for each event within a 4-day deadline post-event,
or night-of-show as required, and release to Finance for implementation
• Create and maintain event files to ensure accurate historical records of
events is available
RESPONSIBILITIES (Massey Hall & Roy Thomson Hall)
Event Coordination (as assigned)
• Advance show/event requirements with client/tour manager leading up to event
date; conduct site tours and chair coordination meetings with clients and
internal departments
• Maintain positive, open lines of communication with clients and internal departments;
identify potential problems and negotiate solutions which meet the needs of all
parties
• Oversee events on-site, acting as liaison between the client and internal
departments
• Perform artist liaison duties for house presentations, ensuring that artist
requirements are advanced via tour manager or directly as required (ie: ground
transport, accommodation, catering, payment, etc)
• Troubleshoot problems and issues as they arise during events, making
immediate decisions on courses of action to ensure the overall success of
events
• Contract with third parties for externally provided items and/or services to
meet event requirements within budget constraints
• Compile estimates of expenses for each event and provide revisions (with
explanations) as event details change
• Collect deposits and insurance certificates from clients as required
• Keep internal departments informed of detailed event requirements through
weekly calendar meetings and event coordination memos, and direct various
department staffs accordingly on behalf of client
• Ensure that the Corporation’s fire plan and health and safety policies
are adhered to
• Identify potential problems and report to management, developing solutions
wherever possible
• Prepare settlement package for each event within a 4-day deadline post-event,
or night-of-show as required, and release to Finance for implementation
• Create and maintain event files to ensure accurate historical records of
events is available
Leadership
• Direct event staff prior to and on event site on behalf of client to ensure
smooth running event procedures
• Facilitate third party contracts for event services on behalf of client, with
approval from Associate Director
• Ability to make last-minute leadership decisions on event site, maintaining
hall’s service standard and building rules and regulations, while maintaining
client satisfaction
• Direct event staff prior to and on event site on behalf of client to ensure
smooth running event procedures
• Facilitate third party contracts for event services on behalf of client, with
approval from Associate Director
• Ability to make last-minute leadership decisions on event site, maintaining
hall’s service standard and building rules and regulations, while maintaining
client satisfaction
RELEVANT QUALIFICATIONS, SKILLS AND EXPERIENCES
• University Degree or College Diploma in business management-hospitality or
event planning
• 3-5 years experience working within different venues within the industry
• Previous event coordination experience or experience working with corporate
clients and promoters
• Demonstrated ability to deliver superior customer service
• Computer proficiency in Word, Excel, Powerpoint, CRM and Outlook.
• Flexibility to work in different environments, evenings and weekends as
required.
• Excellent communication, interpersonal, diplomacy and influencing skills
• Strong problem solving, trouble shooting and decision making skills
• Good organizational skills with the ability to multi-task and work under
pressure
Application Deadline: January 23, 2015
Please forward your resume and cover letter by fax or email to:
Human Resources Manager,
The Corporation of Massey Hall and Roy Thomson Hall
60 Simcoe St. Toronto, ON M5J 2H5
Fax:647-436-7271
We
thank all applicants for their interest in this position. Please note
that only applicants granted an interview will be acknowledged. No phone
calls please.
thank all applicants for their interest in this position. Please note
that only applicants granted an interview will be acknowledged. No phone
calls please.
