General Description:
Entertainment Coordinator is responsible for planning, organizing, and coordinating all touring, ticketed entertainment events within The Classic Center Theatre, as well as within other venues operated or rented by The Classic Center in which it might present concerts/shows with an emphasis on safety, security, crowd management and ancillary revenue generation. Position shall also provide direct day to day administrative support to Theatre GM including but not limited to monthly accounting settlements, booking support, providing available dates/holds, tracing key dates, agent/client follow up communications, keeping booking calendar up to date as well as create engagement proposals. Entertainment Coordinator is integral in monitoring operational calendar, ticketed event expenses, processing applicable advance payments, integrating with ticket team/software, and assisting with event settlements. Position will support other roles in the department as assigned. Position will be able to serve as the Theatre Event & Service Coordinator in their absence and reports directly to the Theatre GM.
Typical Work routine Includes, but Not Limited to:
1. Position will lead the advance, planning, equipment, staffing, catering, and hospitality of touring/professional ticketed events and ensure all non-technical elements of a rider are executed and ensure both artist/tour and promoter/client needs are exceeded. Will create pre-settlement spreadsheets, maintain expense budget, gather, organize, and produce all settlement backup and conduct show settlements with Theatre GM. Position will lead file closing process and internal accounting settlements and must keep clean, organized event documents and notes.
2. Develop research based operational crowd management, security, and life safety plans in conjunction with President or VP representative for assigned events. Will Coordinate with Levy Restaurants the food and beverage menu and operational plan, as well as recommend appropriate staffing numbers for concessions to maximize revenues. Position will utilize venue policy and procedures, research of other events and best practices of the industry in these processes.
3. Serve as primary administrative support to Theatre GM. Provide proactive attention to booking calendar to assist with booking administration and tracking upcoming event traffic. Position will be included in confidential booking/sales conversations for the purpose of assisting with placing holds in Ungerboeck and shall be trained to support Theatre GM in providing avails and holds to clients, promoters and agents and drafting offers for GM.
4. Assist Theatre General Manager with managing our relationship with and responsibilities to The Athens Symphony. Assist Theatre GM with maintaining rehearsal and show date bookings 5 years out. Serve as the facility’s lead representative for communicating, planning, scheduling, execution, and logistical needs in direct partnership with the Athens Symphony Orchestra for their rehearsals, concerts, and special events as they take place at The Classic Center.
5. Will be proficiently cross trained in ticket operations. Will be required to perform ticketing sales, customer ticket support, mobile ticketing systems/troubleshooting and able to step in as ticket solutions lead. In addition to performing the basics of Ticket Service Specialists, may also support the Broadway Entertainment Series renewal process.
6. Shall become knowledgeable of advancing production and able to support Production Manager in a variety of ways such as leading a general production advance, filling out union payroll sheets and sending out labor calls. Will also learn the union memorandum of understanding and work closely with Production Manager and House Heads to maintain a positive working relationship.
7. Assist with preparation of pre-settlements for all Ticketed events based on the deals and booking details. Proficiency in Microsoft Excel is mandatory. Must display excellence in managing event budgets, meticulously follow directions and comprehend and apply general accounting concepts. In order to perform this expectation, training will be provided in ticketing software systems (Paciolan and Equery.)
8. Will carefully review booking deals, riders, emails and offers to prepare show advance via the appropriate people in tandem with Production Manager. Act as lead promoter representative for Classic Entertainment presented events, support partners and rental clients to the full extent requested.
9. Recruit, cultivate and stay in communication with a pool of intermittent/as needed entertainment staff such as merchandise sellers and runners. Ensure all necessary HR documents are completed and up to date in order to pay these support staff and ensure they are approved to drive company vans as/if needed.
10. Seek, review, and participate to the extent possible in the most current IAVM resources and continuing education on life safety, security and crowd management on an annual basis based on annual facility budgets and required pre-approval. Actively pursue information, data, and professional networking to be thoroughly informed of industry concerns, trends, and best practices in these life-safety areas. Keep crowd management staffing partner up to date 6 months out on upcoming events and likely dates that will require staffing. Continual updates shall be sent out as events book and confirm.
11. Consistently communicate with Ticketing Services Manager and Advertising Coordinator by sharing relevant information, combining resources, assisting with client/partner approvals, and staying current with ticketing counts and sales trends for all engagements to maximize overall ticket sales.
12. Supplement company focus on learning lab by leading beneficial intern programs focusing on various entertainment functions.
Detailed Event Coordination and Planning:
1. Lead all aspects of touring/ticketed entertainment event planning in an organized, efficient, and comprehensive manner focusing on promoter/tour communications, event timeline, staffing schedule, ordering non-technical equipment and crowd management plans.
a. Obtain event needs from client communications, artist contract and rider
b. Prepare cost estimates and present to appropriate persons involved in decision making
c. Assist Theatre General Manager or other designated settlement lead
d. Prepare event settlement by collecting and verifying all invoices for event expenses.
e. Present pre-settlement materials to settlement lead for approval.
f. Be prepared and able to act as settlement lead should such be required.
g. Order, manage and oversee all touring catering needs with special attention to dietary preferences, allergies, budgets, or unique requests.
h. Coordinate the direct fulfillment of artist or touring group’s performance rider
i. Lead all these functions on event day on behalf of the facility, partnership, or renting client
2. Notify necessary departments of event needs by preparing the EPS. Place all staffing and security orders through correct channels a minimum of 2 weeks prior to event with the general expectation being 4 weeks ahead. Prepare cost estimates for all security, ACC Police Officers, EMTs and non-technical labor based on the needs of an event. Serve as the department’s planning, scheduling and operational lead for third-party contracted event security and life safety staffing during assigned events.
3. Attend meetings as required – weekly operations and BEO meetings and lead review of EPS of assigned events, bi-weekly Entertainment team meetings to review event schedules, staffing needs, current topics, and present upcoming event documents.
4. Advance and negotiate details for merchandise operations including commission rates, buyouts required staffing, equipment, sales method(s), cash requirements, and physical sales location upon final approval of Theatre GM. Ensure Theatre Event and Services Coordinator has necessary information a minimum 5 business days out.
5. Act as operational lead to ensure the entertainment venues are in clean, safe, and functional order in the areas of the house, lobbies, concession, and all ancillary support spaces unrelated to the technical elements, production equipment and stage. Be a leader to improve service, efficiency, patron enjoyment, functionality, safety, and crowd flow. Oversee facility readiness and safety. Lead and crosscheck pre-event walk-throughs for Theatre and other sites for entertainment events regarding areas of ingress, egress, emergency exits, fire code, and any other potentially dangerous conditions.
6. Assist and provide leadership for department in planning and executing the yearly Volunteer Appreciation Party.
Qualifications:
1. Must be proficient in Microsoft Office Word, Excel, and PowerPoint. Publisher experience preferred.
2. Experience using Microsoft Excel formulas and formatting is essential.
3. Excellent email composition and verbal communication skills are essential.
4. College degree or pursuit of college degree preferred but not required. 1 to 2 years minimum experience in event management, concerts, hospitality, or customer service-related field preferred
5. Competence in Accounting practices.
6. Must possess highly effective organizational skills.
7. Impeccable customer service skills and ability to remain calm under pressure.
8. Must be able to lift 40 lbs.
9. Demonstrates strong supervisory skills.
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