Bookings Coordinator

Date Posted: Oct 30, 2019
Application Deadline: Nov 13, 2019
Start Date: Oct 30, 2019

Salary From: 40K To 45K
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: Health, Pension, Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: The Arts
Job's focus: Administrative
Job Type: Full-time
Career Level: Doesn’t apply

Organization Description

TO Live

Previously known as Civic Theatres Toronto, TO Live is one of the city's largest multi-arts organizations, operating three iconic venues and presenting a full range of performing arts, theatrical and concert events in both downtown and uptown Toronto at the Meridian Hall, St. Lawrence Centre for the Arts and the Meridian Arts Centre. With two hubs of creativity and content creation in both downtown and uptown Toronto, TO Live has a unique place and perspective in Toronto. The mission of TO Live is to activate creative spaces by inspiring local and international artists, connect audiences and to be the nexus for new ideas, elevate artistic potential, and be the catalyst for creative expression that is reflective of Toronto's diversity.

Job Description

TO Live has a full time opportunity in its Programming department for an enthusiastic, resourceful team-player who thrives in a fast paced diverse environment in the role of “Bookings Coordinator”.

Under the direction of the Bookings Manager, the Booking Coordinator will act as the front line of contact for TO Live clients and will assist the Bookings Manager in the booking of non-corporate events across multiple venues and the handling of related administration.  The Booking Coordinator will consistently deliver a high level of customer service and professionalism for TO Live clients in order to build positive and long lasting relationships.  The Booking Coordinator is required to understand our clients’ needs by efficiently responding to their requests and recommending the most suitable venues for their events.

  • Provide clients with complete rental information in a polite, pro-active, timely manner reflecting the highest standards of professional service.
  • Respond to rental inquiries (non-corporate) for all venues and promote TO Live to potential clients. 
  • Provide accurate and timely date availabilities to clients.
  • Conduct site tours with potential clients, understand their requirements and present the services available (non-corporate).
  • Prepare rental contracts for all venues (non-corporate) for review by Bookings Manager.
  • Prepare accurate cost estimates for clients, coordinating estimates from relevant departments.
  • Ensure that clients are constantly updated as costs change which entails active, ongoing dialogue with appropriate departments.
  • Administrate/maintain the booking calendar ensuring all bookings (external and internal) in all venues are consistently and accurately recorded and updated as additions and changes occur.
  • On a weekly basis, update and distribute availability calendar to clients.
  • On a weekly basis, in pre-consultation/review with Bookings Manager, prepare and distribute internal report showing complete booking activity across all venues.
  • Occasionally negotiate rental terms within established guidelines.
  • Work with internal department to plan or assist with events (non-corporate).
  • Assist with post event evaluations as needed.
  • Identify potential problems and report to management, developing solutions wherever possible.
  • Performs other duties as assigned by Bookings Manager.


  • Minimum education requirement of post-secondary degree in arts/business or relevant discipline.
  • Minimum experience two to five years in related position(s).
  • Proven customer support experience as a client service representative.
  • Proven sales experience.
  • Committed to providing thoughtful, responsive and caring service to customers.
  • Demonstrated capacity for problem solving, results orientation and creativity.
  • Highly developed oral and written communication skills.
  • Excellent written (editing & proofreading) skills.
  • Strong interpersonal, negotiating and relationship building skills.
  • Attention to detail in contractual matters.
  • Ability to handle multiple tasks and meet strict deadlines.
  • Experience with an event booking system.

Additional Info:

  • Flexibility in hours and schedules and include work on nights and weekends as required.
  • Lack of natural light in workplace.
  • Occasional objectionable odours in workplace.
  • Travel between TO Live venues as required.
TO Live is one of Canada’s largest multi-arts organizations, operating three iconic venues: Meridian Hall (formerly the Sony Centre for the Performing Arts), the St. Lawrence Centre for the Arts and Meridian Arts Centre (formerly the Toronto Centre for the Arts). In addition, TO Live presents a full range of performing arts, theatrical and concert events at these venues in both downtown and uptown Toronto. With these two hubs of creativity and content creation, TO Live has a unique place and perspective to activate creative spaces by inspiring local and international artists, connect audiences and to be the nexus for new ideas, elevate artistic potential, and be the catalyst for creative expression that is reflective of Toronto’s diversity.

How to Apply:

Interested applicants should email a cover letter and resume for confidential consideration to  Please include “Bookings Coordinator” in the subject line.  No phone calls please. 

TO Live thanks all applicants in advance. Only those candidates selected for an interview will be contacted.

TO Live is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). The Human Resources department will work with applicants requesting accommodation at any stage of the hiring process. 

TO Live is committed to building a more diverse workplace and encourage all qualified applicants to apply.

Date Posted:  October 30, 2019
Application Deadline:  November 13, 2019
Start Date: ASAP


Listen to JobBoard Success Stories Podcasts and learn how to navigate work in arts and culture. 

Have a JobBoard success story you'd like to share in a podcast? Contact mona(at)


Looking for work? Consider volunteering. Check out DiscoveryBoard for positions. 
According to StatCan, "volunteers can make key contacts that may help them improve their performance or even lead to other employment opportunities."

JobBoard Policy