Rentals Manager

Job Title: Rentals Manager

Department: Audience and Guest Services

Reports To: Director of Audience and Guest Services (DAGS)

Supervises: Vendors/Contractors

Expected Start Date: May 15, 2026

Olney Theatre Center for the Arts, an award-winning, multi-venue, nonprofit regional theatre in Olney, MD (metro Washington, DC), seeks a Rentals Manager to meet the needs of the newly launched rentals program following the completion of our $36M capital campaign, Staging the Future.

The Rentals Manager is responsible for the sales and execution of the venue rental program. This role oversees the lifecycle of all external events—including weddings, bar/bat mitzvahs, corporate meetings and retreats, holiday parties, community theater, dance and music performances, private celebrations, and more—across our four-venue campus, including the Bernard Family Theatre, Roberts Mainstage, Mulitz-Gudelsky Theatre Lab, and Omi’s Pavilion at the Root Family Outdoor Stage. Additionally, event rentals may occur in the newly built Jim and Carol Trawick Education Center, Bernard Family Courtyard, and Cafritz Lobby, as well as in long standing spaces such as the William H. Graham, Sr. Actors Hall. The goal of this position is to maximize revenue while ensuring a seamless "co-habitation" between our professional theatre producing season and our rental clients.

1. Sales & Revenue Generation

• In consultation and collaboration with DAGS, develop and execute a sales strategy to hit annual rental income targets.
• Collaborate with departments to set calendar for rentals space availability
• Follow and implement rental policies and pricing tiers as developed by Director of Audience and Guest Services
• Work with Marketing department to implement external and internal sales and marketing efforts
• Conduct campus tours for potential clients
• Maintain the master rental calendar, proactively identifying "dark" dates to fill in consultation with departments and staff leaders who manage spaces
• In consultation with the production department and other appropriate departments, build “tech packages” and other “add ons”

2. Client Relationship & Contracting

• Serve as the primary point of contact from initial inquiry to post-event wrap-up.
• Draft, negotiate, and execute all rental license agreements and COI (Certificate of Insurance) verification.
• Maintain high levels of "Production Empathy," ensuring clients understand the benefits and challenges of hosting their event in a professional theatre.
• Exhibit excellent customer service and grow client relationships

3. Operational Coordination

• Collaborate with internal departments to ensure labor and space are allocated properly. Work with Production to hire approved technical labor and approved use of equipment.
• Create "Event Plans" for each rental to ensure House Management and Tech crews have clear, written instructions. Identify and lead the process for hiring changeover crews.
• Serve as the on-site Manager on Duty, or delegate qualified on-site manager
• Serve as liaison between client and vendors (i.e. caterers, equipment rental companies, event planners, DJs, etc)

4. Financial Management

• Provide accurate "Pro Forma" estimates and final settlements for all rentals.
• Work with the Finance Department to ensure timely invoicing, deposit collection, and vendor payments.

• Experience: 3+ years in venue management, event planning, or arts administration.
• Knowledge: Familiarity with theatrical production needs (labor, lighting, sound) and non-profit operations is highly preferred.
• Software: Proficiency with CRM or venue management software (e.g., Tessitura, Momentus, or similar).
• Schedule: Ability to work a flexible schedule, including evenings and weekends, based on the event calendar.
• Physical Requirements: Must be able to lift at least 25lbs and stand for long periods of time.
• Values: A commitment to OTC’s mission of inclusion, diversity, and artistic rigor.

• Salary Range: low to mid $50s, with opportunities to receive commission once original goals are met.
• Benefits: Comprehensive health, dental, and vision; 403(b) retirement plan; generous PTO; and complimentary tickets to OTC productions with access to tickets at other DMV theatres

Founded in 1938, Olney Theatre Center (OTC) produces world and American premieres of plays and musicals and reimaginings of familiar titles; presents the work of leading companies and artists; tours nationally and locally; teaches students of all ages; and mentors a more inclusive generation of theatremakers. For more than 8 decades, OTC has brought impactful theater performance and education to our community, helping to grow the vibrancy and vitality of our home in the Baltimore/Washington, DC metropolitan region. For more information visit olneytheatre.org/about-us.