Make fun stuff happen at the Center for the Arts.
Position Overview The Performing Arts Coordinator is an entry-level employee responsible for managing and executing the Center’s performing arts events, including concerts, dance and theatre performances, live comedy, etc. In addition, this position will support the Center’s rentals and programming departments to assist with execution of a range of events as needed, including internal mission-based programs, private events, and other rentals. Between approximately May 2021 and October 2021 (depending on when pandemic-related gathering restrictions are lifted) this position will primarily focus on supporting Center events (70%), with a smaller focus on performing arts events (30%). Once the Center is able to return to a typical performing arts calendar, this position will transition into majority performing arts-related responsibilities. This position includes on-the-job training as needed and reports to the Associate Director of Programming + Facilities.
Performing Arts Specific Responsibilities
30% of job until pandemic-related gathering restrictions are lifted
- Manage performing arts talent inquiry communications
- Strategically develop and curate an annual Performing Arts programming plan, creating an appropriate schedule for our community, partnering with other local organizations, and furthering the Center’s mission of prioritizing diversity and equity in artist and touring company selection.
- Establish and maintain a working knowledge of the performing arts industry; develop relationships with artists, agents, producers, and touring companies.
- Work with the Associate Director of Programming + Facilities to create an annual budget for the Performing Arts Department; work with the Finance Director to manage and track budget throughout the fiscal year
- Negotiate and execute contracts with touring artists and companies based on the performing arts programming plan, annual budget, community preferences, industry knowledge, and the Center’s commitment to diversity and equity.
- Monitor ticket sales prior to performing arts events and assist appropriate Center Staff with marketing strategies as needed
- Hire or schedule all necessary vendors and staff for performing arts events, including audio engineer, tech staff, security staff, backline support, stage manager, box office staff, ushers, etc., and create a staffing plan prior to each event. Work with the Events Manager and Facilities Manager as needed to schedule ancillary event staff, including janitorial services, bartenders, etc.
- Coordinate show and artist logistics, including travel, lodging, hospitality services, contract riders, load-in and load-out schedules, and other logistics for each event with Center staff, contractors, artists, agents, managers, and other necessary parties.
- Execute day-of responsibilities as the Event Lead for all Performing Arts events, including managing staffing plan, run of show, guest services, load-in, load-out, etc.
- Execute all event close-out activities after each Performing Arts event, including event debriefs and detailed financial reporting (internal and in final reports to touring agents, managers, companies, etc.)
- Work with the Associate Director (Development + Events) to identify corporate and individual sponsorship prospects for Performing Arts events; assist the Development Department with executing VIP and members-only benefits at Performing Arts events, including artist meet-and-greets, VIP lounges, reserved and early seating, etc.
- Manage music rights and licensing reporting to BMI, ASCAP, and SESAC
- Attend professional development opportunities as budget and schedules allow
- Other duties as assigned
General Event Assistance Responsibilities
70% of job until pandemic-related gathering restrictions are lifted
- Assist the Center Department Heads, Wedding Coordinator, and other Event Leads as needed to design and produce events, including but not limited to, Center programming, the Wine and Food Festival, and private events and rentals (eg weddings, parties, and rehearsal dinners)
- Work with appropriate Event Leads to develop and monitor timelines and deadlines related to all aspects of events, ensuring the information is communicated to staff, volunteers, sub-contractors, and other parties
- Work with Facilities Director and other Center staff to schedule, prepare, and manage Center facilities for events
- Assist Event Leads with managing event details as needed, including décor, catering, entertainment, transportation, location, special guests, equipment, promotional material, etc.
- Manage events as day-of coordinator as needed
- Other duties as assigned
Candidates should be organized, personable, a team player, and able to work independently. Experience with event planning and the performing arts is preferred, but on-the-job training will be provided to the right candidate. Must be able to lift 50 pounds. This position requires substantial night and weekend work, with opportunity for a flexible office work schedule.To Apply This is a full-time position starting in May 2021. Email cover letter and resume with references to firstname.lastname@example.org by April 21, 2021. Please put ‘Performing Arts Coordinator’ in the subject line. E.O.E. No phone calls please. For more information on the CFTA, please visit www.crestedbuttearts.org.