Event Planner & Music Consultant

Job Description

Position SummaryThe Event planner & Music Consultant reports to the Head of the Office of the Arts. He/she organizes, plans, and delivers Office of the Arts music and performing arts events, both with guest artists and with the amateur musicians. The Event planner and Music Consultant must demonstrate a passion for the arts and possess knowledge of presenting performing arts events, shows and concerts including orchestral and chorus through personal concertizing experience or previous work with a performing arts organization. Successful candidates are able to thrive under pressure, must be pro-active individuals, who anticipate needs, problem-solving, efficient, creative, disciplined, and organized.Scope of Work? Supports the project management of each music or performing arts event from proposal, planning, and implementation, to post-production.? Researches and develops potential relevant guest performances for possible inclusion in Office of the Arts program under the supervision of the Head, Office of the Arts.? Supports the three main community music groups in a series of seven weekly rehearsals leading up to one combined concert per semester: Meeting with musicians who request personal coaching, Procuring the sheet music for each semester?s concert, Undertaking any transcription of parts for each music group using music notation software such as Finale, Planning and assisting with set-up and tear-down of rehearsals, including the dress rehearsals for each group, Itemizing a list of music equipment specific to each rehearsal and the concert, and Creating the concert program content notes and organizing the printed program.? Works closely with the Auditorium (Building 20) Multimedia Specialist team, for lighting, sound and video for all Office of the Arts music and performing arts events in the Auditorium.? Adapts music scores for any ensemble performance using music notion software to orchestrate additional instrument parts from existing ones or to consolidate multiple parts in one.? Along with the relevant Office of the Arts staff, supports the marketing of a music and/or performing arts events through social media, announcements via direct email invitations, advertising, the Office of the Arts internal website and other promotional materials.? Seeks to connect people interested in joining or establishing new performing arts groups in the community. This will include faculty, staff, graduate students, and post-doctoral fellows, visiting students and spouses, who are musicians, artists or poets.? Along with the Office of the Arts staff, participates in orientation programs to welcome and advice on the Office of the Arts program for new community members and guide them into the relevant community group or otherwise assures their interest and participation in some artistic endeavor.? Offers assistance to new members with a loaner instrument (along with proper loan agreement), until they have their own instrument.? Advises on availability of vocal and instrumental tutoring and coaching.? Along with the relevant Office of the Arts staff, auditions new instrumentalists wishing to perform in the Ensemble concert and vocalists wishing to perform solo in concerts.? Advises on suitable small ensemble music for interested musicians and offers expert advice prior to placing them on a concert program.? May join music events or ensembles as a performing member.? Liaises with private music teachers and the community to facilitate an opportunity for their students to perform on the grand piano in an annual recital in the Auditorium.? Along with the relevant Office of the Arts staff, maintains an active list of volunteers for all events.? Supports the maintenance, inventory and asset management of the Office of the Arts music instruments and performing arts equipment. The maintenance includes the semi-annual visit of a piano technician and maintaining a list of borrowed articles.? Responsible for the maintenance and care of instruments on long-term loan from the School.? Collaborates in creating the printed program notes for all music events.? If feasible, provides assistance, as requested, by the various departments within the University, for private concerts and departmental receptions or dinners.? Proposes to the Head of the Office of the Arts the procurement of music equipment.? Recommends to the Head of the Office of the Arts new policies to reflect the evolving nature and function of the Office of the Arts.? Provides assistance, as requested, to other Office of the Arts staff members.? The Event planner and Music Consultant is required to work evenings and weekends to support events, and to be contacted out- of-hours.? Perform other applicable tasks and duties assigned within the realm of the employee?s knowledge, skills and abilities in the field of his/her position.

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