Job Posting: Festival Hall Rentals Manager

Festival Hall Rentals Manager

Position Summary

The Festival Hall Rentals Manager is an energetic self-starter who’s highly organized and passionate about arts and the community and who enjoys working with a diverse, experienced team. This role manages the stewardship of clients through identifying and confirming the needs for a successful event. Reporting to the Financial Director and working in tandem with the Production Manager and, at times, the Development team, the Festival Hall Rentals Manager will be the primary relationship manager with community members renting the Hall and will foster an exceptional experience with the Folk Festival Society of Calgary (FFSC).

The role requires an enthusiastic and outgoing team player who balances proactive communication, solid administrative skills (including scheduling, calendar management and invoicing) and excels at customer service and marketing Festival Hall. The skill of adapting communication style to best suit relationships across a wide range of industries is an asset. This role requires availability to work evenings and be on call some weekends.

Key Responsibilities

Rental management/client-facing duties

● Act as the primary point of contact for all Festival Hall rentals throughout the entire rental cycle.

● Assist with the planning and execution of events.

● Act as a relationship manager for a diverse range of clients and stakeholders within the Folk Festival Society of Calgary’s portfolio of work. This may include managing and resolving customer service concerns.

● Interact directly with various stakeholder groups, including (but not limited to) renters, sponsors, donors, clients, volunteers, event attendees and colleagues.

● Collaborate with the production manager to ensure all tech requirements for rentals, shows, and other productions are in place.

● Ensure renter compliance with all AGLC regulations and maintain up-to-date information on changing regulations and policies. This includes exceptional industry knowledge of required licenses.

● Recruit, train, schedule, and provide clear direction to rental supervisors.

● Recruit, train and schedule Festival Hall bar support staff

Venue management

● Identify needs for and oversee cosmetic repairs/ upgrades and initiate a plan to complete projects in a timely fashion for venue and exterior.

● Act as main point of contact for scheduling and maintaining Festival Hall suppliers and contractors, including but not limited to cleaning staff, waste management, security, liquor providers etc.

● Oversee the maintenance and equipment of the bar. Managing liquor, existing liquor inventories and regular orders.

● As needed and with the direction of the production manager, ensure building maintenance is up to date.

● Provide scheduled on-call support in conjunction with the Production Manager as the emergency contact on evenings, weekends and holidays when the venue is not in use.

● Other duties as required.

General administrative duties

● Managing Festival Hall rentals revenue and expenses and reaching rental sales goals, this will include managing all rental invoicing, payments, contracts and reconciliations. Knowledge of Airtable, Formstack, Excel and Quickbooks is considered an asset.

● Liaise with the Financial Director on hall rental strategy, rental rates and marketing philosophy.

● Manage and maintain Festival Hall Rental database for the purpose of not only managing renter details but also for reporting and budgeting purposes.

● Accurate calendar scheduling, and frequent email correspondence with individuals in varying time zones.

● Ensure FFSC compliance with all AGLC, AHS and Entandem regulations and maintain up-to-date information on changing regulations and policies.

● Valid Pro-Serve certification is considered an asset and will be required within the first weeks of employment.

● Work with the Marketing department to understand brand voice and marketing strategy and execute basic social media management to promote Festival Hall and generate revenue.

● Manage all SOCAN reporting for rentals.

Festival duties

● During Festival season (Calgary Folk Music Festival: July and Block Heater: February) this role supports the Development team in planning (as needed), and execution of sponsor activations. More specifically Beer Garden service.

Core Competencies

● Skills: all staff are expected to practice proactive communication and interpersonal skills, strong organizational abilities, and make attention to detail a priority.

● Working with volunteers: all staff are required to work with volunteers, guiding crews and understanding the boundaries of what is appropriate work to ask of volunteers. Pro-active communication and a collaborative approach is expected. All staff members are required to have an understanding of the functions and tasks of the volunteer crews they oversee. Support and guidance from the Volunteer Services department is available.

● Technical proficiency: all staff are expected to be proficient in Google suite, Zoom and Airtable. Additional technical proficiencies will be required in relation to job functions.

● Flexibility: all staff are required to work some evenings, weekends, and holidays as required by the event schedules.

Physical Requirements

● The Festival Hall Rentals Manager is, at times, required to set/ reset the room including but not limited to; moving the stage, stacking and un-stacking chairs and setting up/ removing tables and light cleaning if required.

● Event work requires some lifting, carrying, loading and unloading and set up and strike of event equipment and supplies.

● The Calgary Folk Music Festival is outdoors, employees are expected to dress for the weather and work outdoors for the duration of the festival, including set up and strike as required for the position.

● Block Heater winter festival has outdoor components, employees are required to dress for the weather and be prepared for the indoor/ outdoor model of the event.

The Calgary Folk Music Festival is an equal opportunity employer who hires without regard to race, ancestry, place of origin, colour, ethnic origin, language, citizenship, creed, religion, gender identity, sexual orientation, age, marital status, physical, and/or mental abilities.The Festival is committed to ensuring the participation and advancement of members of traditionally disadvantaged designated groups: Black, Indigenous, and people of colour, persons with physical or mental disabilities and members of the 2SLGBTQIAP+ community.

To apply:

Please send a PDF of your resumé, cover letter and salary expectations to hello@calgaryfolkfest.com. For best consideration, apply by January 8th , 2026 at 11:59PM.

Subject line: Festival Hall Rentals Manager