Rental Event Manager

The Rental Event Manager coordinates and advances events produced by Town Hall’s rental partners, serving as the primary point of contact from production advance through event completion. This role works closely with rental clients and internal teams to plan event logistics, communicate clearly across departments, and ensure that each event is executed smoothly, safely, and in alignment with Town Hall’s production standards and values. The Rental Event Manager supports a wide range of performances, talks, and community gatherings, advancing up to 150+ events per season in a dynamic, multi-space performance environment.

This position plays a key role in shaping the rental partner experience and reinforcing Town Hall’s reputation as a trusted and reliable venue. The Rental Event Manager is both a planner and a problem-solver—someone who thrives on balancing client service with operational precision. The ideal candidate is an excellent communicator and highly detail-oriented, working closely with rental partners to understand their goals and priorities and translating those needs into clear, well-executed events. This position reports to the Assistant Production Director and works closely with the Rental & Booking Manager and the broader Production team.

KEY RESPONSIBILITIES

Event Management:

• Serve as the primary liaison for rental clients, guiding events from production advance through event completion.
• Conduct site visits and planning meetings to understand client goals, technical needs, and event objectives.
• Lead clear, timely communication throughout the planning process, providing guidance, consultation, and problem-solving.
• Develop and oversee technical and production plans, ensuring appropriate equipment, staffing, vendors, and accessibility services (including CART and ASL) are in place.
• Coordinate with internal departments and external vendors (e.g., equipment rentals, security, piano tuning) to resolve operational issues and support smooth execution.
• Work closely with Production and Rentals colleagues to ensure a seamless relationship between sales and service, identifying opportunities to improve event processes, facility use, and client experience.
• Produce detailed event documentation—including event notes and floor plans—that clearly communicate show flow, day-of-show needs, and roles and responsibilities.
• Attend and contribute to meetings across Production, Programming, and Operations.
• Champion Town Hall’s values of accessibility, inclusion, and respect in all interactions.

House Management

• Lead hourly production staff and manage complex, high-capacity events with coordinated delegation and oversight.
• Serve as the primary day-of contact for presenters, performers, and rental clients, setting a professional and welcoming tone.
• Partner with Box Office and Technical staff to ensure event readiness and smooth front- and back-of-house execution.
• Monitor events for compliance with facility policies, safety regulations, and contractual obligations.
• Support patrons with a range of access needs, including early or reserved seating, and coordinate on-site accessibility services.
• Respond to emergency situations by assessing conditions and implementing appropriate responses in coordination with Front of House staff.
• Complete post-event house reports, documenting key event details and reconciling café and box office income.

Production Systems & Team Coordination

• Use and maintain event management systems to track event details, timelines, and internal communication.
• Develop and maintain systems that support clear two-way communication between full-time and part-time production staff.
• Create and refine procedures, training materials, and best practices to ensure consistent, high-quality execution across events.
• Participate in regular production and house management meetings, ensuring follow-up on event issues and documenting outcomes as needed.

QUALIFICATIONS

• 3+ years of experience in event planning and/or production, preferably in the arts, entertainment, or hospitality fields. Familiarity with most aspects of event production (e.g. lighting, sound, audio/visual, staging, etc.) as well as livestreaming/virtual platforms.
• Excellent verbal and written communication skills.
• Must be detail-oriented, with strong organizational skills, in order to manage a continuous workflow in a high volume, multi-tasking environment.
• Proven ability to provide effective customer service for external client groups.
• Must be willing to work a flexible schedule including evenings, weekends, and holidays.
• Must be proficient in Microsoft Office 365 product suite; prior use of virtual platforms, Adobe Illustrator and Salesforce a plus.
• Demonstrated ability to work effectively in a collaborative team environment with a dynamic range of people, including clients, vendors, and the general public. Must be able to work in an environment where a variety of diverse perspectives and viewpoints are presented.
• Ability to handle stress and stay organized, focused, even-tempered and congenial when faced with multiple deadlines.
• A current Washington State Food Handler’s Permit (may be obtained 14 days after starting position) and MAST alcohol server’s permit (may be obtained up to two months after starting position
• Ability to lift and move 25 lbs.
• Alignment with and commitment to Town Hall Seattle’s mission.

Status: Position is full-time (40 hours/week), non-exempt; ability to work flexible hours, evenings and weekends required.

Location: Town Hall is a hybrid workplace, with this role requiring significant in-person responsibilities. Town Hall administrative staff currently work in the office 2-3 days per week. Our office is located at 720 Seneca St, and our venue is located at 1119 8th Ave. This role includes on-site event management during evenings and weekends (typically 2–3 nights per week) and involves a schedule that regularly extends beyond traditional business hours. This position will be on call for staff questions during off hours.

Benefits package includes employer-paid medical & dental insurance, employer paid life and AD&D insurance, subsidized Orca card, 403(b) retirement plan with up to $2,000 employer match, generous vacation (starting with 10 vacation days/year plus two personal days), sick leave (12 days/year), and 11 holidays/year plus two weeks of paid office closure.