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.
The Classic Center
Related jobs:
Casting Call for Musician – Commercial Project
Job Description:
Casting a male background actor to portray a Musician in an upcoming pharmaceutical company commercial. This is a featured non-speaking role requiring a skilled and experienced guitar player who can play live (not pantomime) during the shoot.
Job Responsibilities:
- Perform live guitar playing on set, showcasing proficiency in chords, notes, and improvisation.
- Follow on-set direction to ensure authentic and compelling musical performances.
- Be available for up to 12 hours of filming, maintaining professionalism throughout the shoot.
Requirements:
- Male, all ethnicities.
- Age range: 20-60.
- Must be an experienced guitar player capable of live performance.
- Must be able to work as a local hire in Nashville, TN (no travel or accommodation provided).
Compensation:
- $300 for up to 12 hours of work.
- Featured background role may include additional usage for up to 2 years at a higher rate (TBD).
Casting Call for Waiter – Commercial Project
Job Description:
Casting a male background actor to portray a Waiter in an upcoming pharmaceutical company commercial. This is a featured non-speaking role, requiring a clean-cut, professional, and personable appearance to create a realistic restaurant environment.
Job Responsibilities:
- Portray a waiter interacting naturally in a restaurant setting.
- Follow direction to ensure smooth and believable movements while serving or interacting with patrons.
- Be available for up to 12 hours of filming, maintaining professionalism and adaptability on set.
Requirements:
- Male, all ethnicities.
- Age range: 20-40.
- Clean-cut, conservative, friendly, and personable appearance.
- Must be able to work as a local hire in Nashville, TN (no travel or accommodation provided).
Compensation:
- $300 for up to 12 hours of work.
- Featured background role may include additional usage for up to 2 years at a higher rate (TBD).
Casting Call for Real Couples – Commercial Project
Job Description:
Casting male and female background actors to portray a Couple in an upcoming pharmaceutical company commercial. This role involves showcasing natural, relatable interactions in a casual setting, enhancing the authenticity of the scene. Real couples are highly encouraged to apply together.
Job Responsibilities:
- Portray a couple engaging in casual, everyday activities.
- Interact naturally with each other and follow direction to create a believable on-screen relationship.
- Be available for up to 12 hours of filming, maintaining a professional attitude.
Requirements:
- Male and Female, all ethnicities.
- Age range: 40-50.
- Conservative, relatable look with a warm, personable presence.
- Real couples are highly preferred.
- Must be able to work as a local hire in Nashville, TN (no travel or accommodation provided).
Compensation:
- $300 for up to 12 hours of work per person.
- Full usage for broadcast commercial (unlimited).
Casting Call for Cashier – Commercial Project
Job Description:
Casting a female background actor to portray a Cashier in an upcoming pharmaceutical company commercial. This is a featured non-speaking role, requiring a friendly and personable demeanor to create an authentic customer service experience on screen.
Job Responsibilities:
- Portray a cashier interacting naturally with customers in a commercial setting.
- Follow direction from the production team to ensure realistic movements and expressions.
- Be available for up to 12 hours of filming, maintaining professionalism and adaptability.
Requirements:
- Female, all ethnicities.
- Age range: 20-30.
- Attractive, personable, and friendly appearance.
- Must be able to work as a local hire in Nashville, TN (no travel or accommodation provided).
Compensation:
- $300 for up to 12 hours of work.
- Full usage for broadcast commercial (unlimited).
Casting Call for BBQ Patron Friends – Commercial Project
Job Description:
Casting male and female background actors to portray BBQ Patron Friends in an upcoming pharmaceutical company commercial. This is a non-speaking background role designed to enhance the natural, casual atmosphere of the commercial’s BBQ scene.
Job Responsibilities:
- Portray BBQ attendees, interacting naturally in a casual outdoor setting.
- Follow direction from the production team to ensure realistic background movement and reactions.
- Be available for up to 12 hours of filming, maintaining professionalism and punctuality.
Requirements:
- Male and Female, all ethnicities.
- Age range: 18-80.
- Conservative look with a variety of types, shapes, and sizes.
- Must be able to work as a local hire in Nashville, TN (no travel or accommodation provided).
Compensation:
- $300 for up to 12 hours of work.
- Full usage for broadcast commercial (unlimited).
Stand-In Casting Notice – TV Series
Job Description:
Alessi Hartigan Casting is seeking a Hispanic or Latino male to work as a stand-in for an upcoming TV series. This role involves working closely with the production team to ensure proper lighting, camera angles, and scene setups.
Job Responsibilities:
- Act as a stand-in for a principal actor during scene setups.
- Collaborate with the director of photography and crew to match positioning, height, and movements for optimal scene framing.
- Maintain availability and professionalism throughout the shoot day.
Requirements:
- Hispanic or Latino male.
- Height between 4’11” and 5’3″.
- Must be available to work in Santa Clarita, CA.
- Provide current clothing sizes (height, weight, shoe) and recent photos (close-up and full-body, no headshots).
Compensation:
- SAG Rate: $253 for 8 hours.
- Overtime paid for hours worked beyond 8 hours.
Casting Call for Bariatric Weight Loss Surgery Patients – Commercial Project
Job Description:
LLCP is seeking men and women aged 18-60, based in the Southeast, who have undergone robotic-assisted bariatric surgery. Selected individuals will share their personal weight loss journey and how life has improved since the surgery in a commercial for a robotic surgery system. Filming will take place in familiar locations, showcasing participants engaging in their favorite hobbies and spending time with friends and loved ones.
Job Responsibilities:
- Share your weight loss story and personal experiences on camera.
- Participate in on-camera activities with family and friends that highlight your lifestyle changes post-surgery.
- Collaborate with the production team to ensure authentic and compelling storytelling.
Requirements:
- Men and women aged 18-60 who have undergone robotic-assisted bariatric surgery.
- Must be based in the Southeast region.
- Comfortable sharing personal experiences and appearing on camera in a commercial setting.
- Family and friends who are willing to appear on camera are encouraged.
Compensation:
- $500 for a 10-hour shoot day.
- $250 for tech scout/rehearsal (if filming in your home).
- $2,000 for 1-year usage (North America TV, cable, and digital).
- Option to renew usage for an additional year at the same rate + 10%.
- Family and friends appearing in the project will receive $400.
Casting Call for Musicians – Major Emmy-Winning HBO Series
Job Description:
Alessi Hartigan Casting Los Angeles is seeking experienced musicians to play in a major Emmy-winning HBO series. We are looking for individuals who can play the bass guitar, lead guitar, saxophone, or keyboard for featured roles in upcoming scenes.
Job Responsibilities:
- Perform on set as a musician, playing one of the specified instruments.
- Collaborate with the director and production team to deliver authentic and compelling performances.
- Be available and prepared for filming during scheduled dates.
Requirements:
- Experienced musicians who can play bass guitar, lead guitar, saxophone, or keyboard.
- Must provide proof of skill and experience (e.g., prior performances or training).
- SAG-AFTRA or non-union talent may apply.
- Submit recent photos along with required personal and professional details.
Compensation:
- Competitive pay in accordance with union or production standards.
- Full details to be disclosed upon selection.
Casting Call for Upscale Male Restaurant Patrons – Amazon Streaming Series
Job Description:
Jenny Alison Casting is seeking non-union male actors aged 25-55 to portray upscale restaurant patrons in the Amazon streaming series Scarpetta, produced by Blumhouse TV. This is a great opportunity to be part of a high-profile project, filming locally in Nashville, TN.
Job Responsibilities:
- Portray upscale male restaurant patrons in a fine dining environment.
- Follow on-set directions to ensure a realistic and professional performance.
- Maintain availability for a potential 12+ hour filming day.
Requirements:
- Male, aged 25-55.
- Must be local to Nashville, TN, or willing to work as a local (no travel reimbursement).
- Comfortable working long hours on set if required (up to 12+ hours).
- New faces only (must not have previously appeared in this project).
Compensation:
- $100 for 8 hours ($12.50 per hour with an 8-hour guarantee).
- Time and a half for hours worked beyond 8 hours.
Casting Call for Football Man (Hero) – Just For Men Commercial
Job Description:
Vicky Boone Casting is seeking a non-union, ethnically ambiguous male actor aged 25-40 for a featured role in a Just For Men commercial. The role requires someone with a full beard and football skills, comfortable performing in football gear. The project will be shot locally in Austin, TX, and the actor must be able to portray athleticism and confidence akin to professional or college football players.
Job Responsibilities:
- Perform in a commercial as a football-playing hero, demonstrating athletic movement and confidence in football gear.
- Maintain a well-groomed full beard throughout the duration of the project.
- Collaborate with the director and production team to deliver a strong, on-camera presence.
- Follow all on-set guidelines and remain available for two full shoot days.
Requirements:
- Male, aged 25-40, ethnically ambiguous.
- Must have a full beard and be comfortable maintaining it (no trimming except as directed).
- Comfortable performing in football gear with an understanding of football movements.
- Prior experience playing football (college or pro-level experience preferred).
- Must be local to Austin, TX (no travel reimbursement provided).
Compensation:
- $500 per session.
- $3,000 flat fee for usage.
- $250 flat rate for fitting and beard trimming day.
Casting Call for African American Male Double and Hand Double
Job Description:
Extras Casting ATL is seeking an African American male to serve as a double and hand double for a key talent in an upcoming production. The ideal candidate should have a large build, big arms, and meet the specified height range. This is a great opportunity to work closely with the production team and contribute to key scenes.
Job Responsibilities:
- Serve as a double for a primary actor, ensuring physical likeness.
- Act as a hand double for close-up shots, matching the physical appearance and movements of the key talent.
- Follow on-set instructions to ensure continuity and seamless integration with the production.
Requirements:
- African American male, aged 20s to 40s.
- Height: 6’0″ to 6’2″.
- Build: XL to XXL, big arms, and solid physique.
- Must provide recent full-length photos, a headshot, and clear photos of your hands.
- Include accurate height, clothing sizes, and contact information in your submission.
Compensation:
- Competitive day rate based on union or production standards.
- Meals and on-set support provided.
Casting Call for SAG White Female Form Model
Job Description:
Waldron Casting is seeking a SAG-AFTRA White female form model for an upcoming FX production titled The Beauty. The role involves body modeling for specific scenes, requiring a professional demeanor and ability to work closely with the production team.
Job Responsibilities:
- Serve as a form model for specific scenes in the production.
- Collaborate with the director, cinematographers, and wardrobe team to achieve the desired look and performance.
- Maintain a professional and cooperative attitude on set.
Requirements:
- SAG-AFTRA White female, aged 20-30.
- Height between 5’8” and 5’9”.
- Comfortable with body modeling for cinematic purposes.
- Must be punctual and able to follow on-set instructions.
Compensation:
- $216 for an 8-hour day.
- Overtime pay for hours worked beyond 8 hours.