OAKE Equipment and Instruments Coordinator

Organization of American Kodály Educators; Chicago (IL); Remote; USD 80,000 - 100,000; Full time

Job summary

Join a leading organization in music education as the Equipment and Instruments Coordinator for the OAKE National Conference. This remote role involves overseeing A/V management and technical operations during the conference ensuring seamless execution of events. Ideal candidates will have experience in event logistics and A/V troubleshooting, contributing to creating memorable experiences for attendees. This long-seasonal contract offers a project stipend and additional benefits like conference registration and travel support.

Benefits

Conference Registration

Hotel, Travel, and Per Diem

Qualifications

• 3+ years experience with event A/V and equipment management.
• Comfortable with A/V troubleshooting and industry terminology.
• Committed to creating inclusive experiences.

Responsibilities

• Oversee planning and execution of technical operations for OAKE National Conference.
• Develop comprehensive technical plans and troubleshoot onsite challenges.
• Primary contact managing equipment and A/V needs during the event.

Skills

A/V troubleshooting

Logistics management

Collaborative communication

Tools

Google Workspace

Airtable

Job description

• OAKE Equipment and Instruments Coordinator

OAKE Equipment and Instruments Coordinator

Organization: OAKE Location: Remote + OAKE National Conference in Chicago Salary: $1,000–1,200 total project stipend

Position: Equipment and Instruments Coordinator
Organization: Organization of American Kodály Educators
Job Type: Contractual, long-seasonal (some year-round tasks)
Contract Term: October 2025 – March 2026, potentially renewable in March 2026
Estimated Time Commitment: 100–125 hours
Location: Remote + OAKE National Conference in Chicago (onsite ~March 2-9, 2026)
Stipend: $1,000–1,200 total project stipend, depending on experience
Other Benefits: OAKE National Conference Registration, Hotel, Travel, and Per Diem
Deadline to Apply: June 15, 2025

Join the Dream Team
The Equipment and Instruments Coordinator is one of the behind-the-scenes superheroes of the OAKE National Conference. If you love it when a plan comes together – risers are set, tubanos in place, the hotel team is working on that microphone issue you discovered, and everything just works – this is your moment. You’ll play a critical role in bringing the music to life by managing the technical flow of sessions, rehearsals, and other onsite events. You’ll be part of a collaborative, mission-driven team that believes in the power of music, community, and doing exceptional work together – the Kodály philosophy brought to life. Let’s create the setting for students and teachers to experience something unforgettable and to help OAKE build a more sustainable, joyful future.

Role Summary:
Oversee planning and execution of all technical operations of the OAKE National Conference. This includes A/V needs, instruments, risers, room tech setups, concert tech, some load-in/out, and real-time troubleshooting. You’ll collaborate with hotel A/V teams, OAKE staff, volunteers, and other personnel to ensure every mic, music stand, and riser is where it needs to be — on time and in tune with the event’s high standards.

Key Responsibilities:

• Anticipate equipment and setup need; collaborate with the Executive Director to align scheduling, sourcing, and setup logistics across the full event
• Develop a comprehensive technical equipment and flow plan for the full event
• Adapt quickly to onsite challenges and resolve technical issues calmly and efficiently

Onsite Conference Week:

• Primary contact on-site overseeing equipment and A/V needs for sessions, rehearsals, and other conference events
• Respond to emergent technical needs. Communicate directly with hotel A/V teams. One of few onsite “deciders” with awareness of contractual labor/cost implications
• Oversee real-time setup, transitions, and storage of instruments/equipment between rehearsals, sessions, and performances
• Onsite week may involve long hours, much walking, include bending, moving boxes and chairs, choral riser setup/teardown, and responding quickly to urgent presenter or team needs
• Work collaboratively and independently onsite
• Proactive about checking and responding to email and messages to keep project momentum steady
• Occasional evening/weekend meetings with OAKE volunteers and staff
• Travel for a week during National Conference

Essential Capabilities/Experience:

• 3+ years experience with event A/V and equipment management
• Comfort with A/V troubleshooting, industry terminology, logistics
• Collaborative organizational tools, including Google Workspace (email, Calendar, Sheets, Drive & Shared Drive, Meet), Airtable or similar task management platform
• Work proactively, solution-oriented, and actively create healthy, positive, collaborative working relationships through solution-focused communication and action
• Comfortable collaborating with volunteers, even finding opportunities for delegation and shared ownership
• Committed to accessible, inclusive, and meaningful experiences for all participants
• Use of personal computer and cell phone

Ideal Qualifications and Characteristics:

• Resourceful, responsive, and calm under pressure
• Skilled in professional event A/V and logistics (conference and/or performance). This includes working directly with hotel and venue teams and awareness of contractual labor/cost implications
• Experience with hotel / hospitality industry event planning
• Considers scalability, sustainability, and interdependent organizational needs
• Eagerness to learn, develop capacity, grow independence, keep learning, lead, and grow capacity of others
• Familiarity with the work and processes of OAKE

If this sounds like you…
You can pack a pallet like a Tetris master
You like when plans have backup plans, and you’re not afraid to pivot
You don’t need the spotlight – but you do need the surge protector you brought in your carry-on luggage
You’re like an accompanist – preventing issues before the conductor even sees them coming
You believe well-run logistics make the magic possible
… this role offers a chance to bring your full techy tenacity to the table.

Note: This position may flex depending on the final concert venue and whether additional logistics support is funded. If you have experience in professional concert production, Chicago-area logistics, or are available for extra time on-site, please let us know in your application. We’re especially interested in applicants who:

• Know the Palmer House dock/delivery systems
• Have connections to affordable local movers, vendors, or suppliers
• Can offer physical support or coordination before/after the conference
• Have experience managing concert venues, stage transitions, or AV tech

Not applying, but curious?
If you feel the urge to be involved somehow, please let us know! We’d love to hear from you and will keep you in mind when a volunteer or potential contract position comes up. Visit OAKE’s Get Involved page and look for “OAKE Committees.” There’s a list of topics, or select “other” to let us know what’s on your mind.

OAKE is an equal opportunity organization.