Posted: Jan 18, 2023

Event Manager

Company: Blumenthal Performing Arts

Salary Range: Grade 14

Position Summary

Advance and on-site event management for Rentals and Attractions as assigned by the Concerts & Events Booking Manager and Venue Partner Manager. The Event Manager will process the deal memo, contract, and rider for the assigned event and gather/distribute information from the advance to the departments responsible for staffing the event. The Event Manager will also be on-site as needed during shows to manage the on-site needs of the show/artist.

Works alongside members of the Programming Department to create an environment of shared learning and communication. Attention to detail, time management, and effective communication are all necessary skills needed to succeed in this role.

Must be able to flex work schedule to be present on-site as necessary. Frequent evening and weekend work required.

Duties & Responsibilities

Attractions

  • Advance all general details of event including, but not limited to policies, catering, merchandise, travel, hotel, runner, and settlement. Update Ungerboeck with all relevant details.
  • Review/edit contracts and riders created by Artist Management
  • Update budget workbook to match agreed upon terms
  • Work alongside other BPA departments to provide information and ensure event needs are met:
    • Coordinate with Food & Beverage Department on catering/hospitality needs and budgets
    • Coordinate with Front of House Department on staffing needs i.e. merchandise seller or extra security
    • Work with Ticketing and Marketing to set up event, answer client questions, and review sales data regularly
  • Manage the Artist Guest List/Company Holds
  • Communicate with and facilitate needs of Co-Promote partner, as needed
  • On-site management of assigned events
  • Submit payment requests (guarantees, reimbursements, overages, etc) and provide contracts/payments for runner (or other ground transportation), and hotels
  • Review all invoices, labor reports, and box office statement once submitted by various departments
  • Create a detailed settlement which lists the event expenses and revenue. Provide settlement to artists, clients, and co-pro partners. Prepare pre-settlements as needed,
  • Create internal settlement and submit settlement to Accounting Department for reconciliation.
  • After event, update Master Budget with Actuals, update Ungerboeck, and complete event reports
  • Other duties as assigned

Rentals

  • Advance all general details of event including, but not limited to policies, catering, merchandise, runner, and settlement. Update Ungerboeck with all relevant details.
  • Create detailed estimates of labor and expenses for approval by Venue Partner Manager and send to assigned returning renters.
  • Draft agreements for approval by Venue Partner Manager and send to assigned returning renters
  • Work alongside other BPA departments to provide information and ensure event needs are met:
    • Coordinate with Food & Beverage Department on catering/hospitality needs and budgets
    • Coordinate with Front of House Department on staffing needs i.e. merchandise seller or extra security
  • Answer client questions and and review sales data regularly
  • Manage the Artist Guest List/Company Holds
  • On-site management of assigned events
  • Review all invoices, labor reports, and box office statement once submitted by various departments
  • Create a detailed settlement which lists the event expenses and revenue. Provide settlement to artists, clients, and co-pro partners. Prepare pre-settlements as needed.
  • Check-in on other rentals as assigned

Qualifications

Job Qualifications

  • Bachelor’s degree in Art Administration or a related field and a minimum two years of event management experience required or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.
  • Ability to learn BPA’s software programs
  • Ability to multi-task on various projects
  • Strong communication skills
  • Must be able to deliver excellent customer service over the phone, via email, and in-person
  • Previous computer experience with excellent knowledge of Microsoft Excel and Adobe Acrobat
  • Ability to adapt to last minute changes and fulfill client needs
  • Must exercise a professional demeanor at all times
  • Must be extremely detailed oriented and possess excellent proofreading skills
  • Must be able to work outside of the office in the elements, stand for at least 4 hours, and lift at least 50 pounds

Position Specific Competencies

  • Event management
  • Budgeting & cost awareness
  • Communication & interpersonal skills
  • Dependability
  • Initiative
  • Managing multiple priorities
  • Time & Project management
  • Strategic thinking

To apply for this position, click on the link below and submit application.

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