Event Coordinator

How To Apply:

Send resume and cover letter to Justin MacCulley at [email protected]

Job Overview

Department: Programming

Job Title: Event Coordinator

Reporting to: Assistant Director of Programming

FLSA Status: Exempt

The Event Coordinator is responsible to arrange and facilitate all logistical aspects of every event based on contractual terms and budget, to include but not limited to advance point of contact, scheduling, local rentals, runners, VIP and hospitality.

Responsibilities

• Initial advance point of contact two to four weeks prior to event.
• Sending out a company wide advance document with all pertinent show information in a timely manner to include run of show day schedule, advance contacts, catering needs, runner and rental requirements etc.
• Coordinate labor calls with the TD per the show requirements and union contract.
• Ensure that the show schedule is followed on day of show based on union contract and venue parameters.
• Point of contact for all on site show VIP activities, to include advancing, setting up and working with the Box Office Manager, Front of House Manager, and Marketing staff to ensure the correct details are communicated to the patrons in a timely manner.
• Working with the TD, Head Audio, Head Video to facilitate any rentals needed for events (ie. Sound, Lights, Forklift etc)
• Scheduling of all additional labor/event needs (beyond IATSE) such as runners, merchandise sellers, VIP assistants, runner rental vehicles, etc.
• Facilitate all hospitality/meal needs for each event, to include facilitating with outside caterer vendors, runners, and shopping for/ setting up dressing room stock if minimal needs are required.
• Day of Show onsite contact from load in to load out (as needed). Showing tour personnel dressing rooms, catering, VIP locations, merchandise area, etc.
• Facilitating the setup of all lobby activities such as table setups, VIP backdrops and merch etc.
• As needed, assist programming department with show settlements.
• Cover offsite shows as a “Promoter Rep” if needed.
• Communicate advance/day of show information with the appropriate departments (Artist guest lists, complimentary ticket lists, VIP lists, special ticket requests, security notes, tour parking, etc.).
• Assist the Programming department in local rentals to include (theatre tours for potential clients, providing estimates, and show coverage).

Requirements:

• Bachelor’s degree in a related field.
• Supervisory experience.
• 5 or more years of experience in the commercial concert and/or nonprofit performing arts industries.
• Software – proficient level knowledge of Microsoft Office software applications.
• Strategy – Can contribute to the overall strategy, culture and success of the organization.
• Strategy – Can provide field-specific expertise to strategic planning and execution.
• Leadership – Can translate strategy into specific deliverables.
• Leadership – Can manage and capitalize on multiple and simultaneous opportunities.
• Leadership - Able to recruit, develop and retain a highly motivated team.
• Results – Able to set and exceed goals.
• Team Orientation - Able to develop and maintain collaborative relationships at all levels.
• Communication – Able to persuasively express self verbally and in writing, using correct language, grammar and punctuation, in a professional, diplomatic and empathetic manner.
• Problem Solving – Can research, analyze and identify viable options; consider risk, short-term and long-term impact; and draw sound conclusions.
• Decision Making – Can present findings and make thoughtful recommendations.
• Time Management – Can organize a professional schedule to achieve strategic goals within or ahead of established time frames.

Work Location: In person