Rentals Manager

Full-Time

RENTALS MANAGER

Full-time, salaried, exempt position

Supervisor:  Programming Manager

POSITION SUMMARY

The Rentals Manager oversees the comprehensive management of The Music Hall’s rentals program across all locations, including the Historic Theater, Lounge, Members Club, and 25 Chestnut St. office spaces. This includes handling every aspect of the rental process, from initial client inquiries to event execution and post-event follow-up, ensuring a seamless and high-quality experience for all clients. The role encompasses strategic oversight of the rental budget, marketing campaigns, and collateral, drafting and maintaining standard operating procedures (SOPs), and fostering collaborations with internal teams and external vendors. The Rental Manager plays a pivotal role in growing rental revenue, enhancing operational efficiency, and upholding The Music Hall’s standards of excellence.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

This role is responsible for managing all aspects of venue rentals in all of The Music Hall’s spaces, including: 

• Responsible for, with the guidance of the Programming Manager, implementation and oversight of all rental-related revenue and expense budgets, including:

  • Ensuring that financial goals are being met

  • Ability to future forecast revenue projections for budget tracking purposes

  • Collects and analyzes rental data to assess performance, track trends, pricing strategies, and identify improvement and growth opportunities. 

• Act as the main point of contact for prospective rental clients while providing exceptional customer service by promptly addressing inquiries, requests, and estimates with professional communications demonstrating exceptional customer service. 

• Conduct site visits and provide detailed information to potential clients, showcasing the features and capabilities of The Music Hall’s spaces, whether for performances, special events, or corporate meetings. 

• Draft and execute rental contracts, including all necessary documentation (e.g., permits, insurance).

• Works in collaboration with internal teams for rental event needs, including:

  • Coordinate rental feasibility with the Programming Department to schedule holds and event dates in the master calendar while ensuring proper Operations staff availability.

  • Communicate with internal teams, including Production, Front of House, Marketing, Patron Services, and Technical staff, to ensure seamless event execution while considering the client’s needs. 

• Coordinate all event logistics with external event vendors such as caterers, florists, and entertainment, including load-in and load-out, with all vendor selections and operations to meet the client’s needs and expectations. 

• Schedule a pre-event production meeting with the client to coordinate event logistics for load-in, set-up, equipment and rental requests, and load-out while ensuring compliance with Music Hall policies and procedures.

• Schedule recurring meetings with the Production and Front of House Departments to ensure the staffing and event logistics needs are met for scheduled rental events. 

• On the day of the rental event, review event details with the Production and Front of House Operations Departments through a pre-event meeting while also introducing the client to those staff members working the event. 

• Draft final settlement and invoice for clients and vendors that capture all rental-related expenses. 

• Schedule a post-event follow-up with the client to debrief on event success and areas for improvement. 

• Collaborate with the Marketing Department to:

  • Assist with event marketing efforts, ensuring that the client’s event materials are properly displayed on Music Hall channels. 

  • Enhance The Music Hall’s capacity for rental opportunities by working with the Director of Marketing & Communications to create and implement a comprehensive marketing campaign within the constraints of the rental budget. 

  • Ensure accurate and appealing representation of rental options in promotional materials.

  • Attends social networking events in the community to further promote the rental program to outside constituents. 

• Continuously update document templates, including event sheets, contracts, Usage Policy Agreements, and other standard operating procedures relating to rentals. 

MINIMUM QUALIFICATIONS

• Education level: Bachelor’s degree

• Experience: Minimum 5 years experience in a hospitality role, including experience working in hotels, restaurants, or private event-based venues. 

• Budget development and tracking experience with a keen eye for detail, maximizing revenues and cost-effectiveness.

• Strong organizational and project management skills, with the ability to multitask and prioritize tasks in a fast-paced environment.

• Ability to define and communicate tasks and roles clearly. 

• Excellent communication and interpersonal skills, with the ability to build and maintain relationships with clients, vendors, and internal teams.

• Attention to detail and ability to work with precision and accuracy to ensure all event details are consistent. 

• Ability to work independently and as part of a team, with a proactive and problem-solving mindset.

• Experienced proficiency in: Google Suite, CRM databases (Salesforce/Patron Manager preferred), and a project management software tool, such as Asana.

• Work Schedule: Primarily Monday-Friday, 9:00am-5:00pm, in-person (with remote opportunities) in downtown Portsmouth, NH office with flexibility to work certain nights, weekends, and holidays based on the rentals event schedule. 

• Roles of this position include the following physical requirements:

• 60%  Typing

• 10%  Lifting - 50lbs+

• 10%  Reaching

• 10%  Bending

• 10%  Pushing/Pulling

RELATIONSHIPS

Reports to: Programming Manager

Collaborates with: Programming, Production, Front of House, Facilities, Finance, and Marketing Departments 

SALARY/BENEFITS

Competitive and based on experience. 

Salary Range: $58k-$70k

Compensation package includes health benefits, earned time off, Company-Matched 401K, cell phone reimbursement, and a rotating parking schedule.  

HOW TO APPLY

Please email a cover letter and resume to James Paone at jpaone@themusichall.org by February 28, 2025. 

The Music Hall is an equal opportunity employer. We highly encourage those traditionally underrepresented in our industry to apply. For individuals with disabilities who would like to request an accommodation, we encourage you to email Joe Gleason at jgleason@themusichall.org. 

ABOUT THE MUSIC HALL

The Music Hall, established in 1878 as a Vaudeville theater, has become a cornerstone of Portsmouth’s vibrant arts scene. Over nearly 150 years, it has evolved into a premier performing arts center, featuring two distinct venues: the landmark Victorian-era Historic Theater, designated an American Treasure by the National Park Service, and the modern Music Hall Lounge, an intimate 116-seat cabaret-style space. Together, they host over 130,000 patrons annually, offering a diverse array of live performances and on-screen programming that foster creativity and community.

In 2024, The Music Hall expanded its cultural offerings by taking over the New Hampshire Film Festival (NHFF), the state’s longest-running film festival, which attracts thousands of visitors each fall with independent films, panels, and networking events. That same year, it opened a new Members Club with McKeon’s Bar and the Box Office & Ticketing Hub, housed in the historic Kearsarge House on Congress Street. This exclusive speakeasy-style club allows members and sponsors direct access to the Historic Theater.

Since 1987, The Friends of The Music Hall, a 501(c)3 nonprofit, have upheld its mission: to present diverse, high-quality arts programming as a vital cultural hub for the Seacoast community. Today, The Music Hall continues to enrich Portsmouth’s cultural fabric with world-class entertainment.