Event Manager
Company: Blumenthal Performing Arts
Salary Range: Grade 14
Position Summary
The Event Manager coordinates event logistics, client communication, and on-site management to ensure successful execution. The Event Manager gathers and distributes information to the departments responsible for staffing the event and is on-site as needed at any time to manage the needs of the show/artist. Projects are assigned by the Lead Event Manager.
Works alongside members of the Operations 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 work a flexible schedule that requires frequent evening and weekend work and varying days off.
Duties & Responsibilities
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Advance all general details of assigned events including, but not limited to, FOH policies, merchandise, travel, hotel, runner, payment information, and settlement. Update Momentus with all relevant details.
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Update Programming GM (presented events) or Venue Partner Manager (venue partner events) with any changes to anticipated event expenses, including staffing, tech labor, and equipment rental.
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Work alongside other BA departments ensure event needs are met:
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Coordinate with Food & Beverage Department on catering/hospitality needs and budgets.
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Coordinate with Front of House Department on staffing needs i.e. merchandise seller or extra security.
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Work with Ticketing and Marketing to answer client and artist questions and review sales data regularly.
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Provide guidance and support to community and local Venue Partners that are unfamiliar with presenting at Blumenthal. Ensure that all clients understand BA policies and procedures.
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Coordinate with clients/artists and BA staff to execute auxiliary events including meet & greets, receptions, talkbacks, and pre and post-show events.
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Manage the artist guest list, company holds, and co-pro holds.
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Communicate with and facilitate needs of Co-Promote partner, as needed
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On-site management of assigned events. Event Manager must be available at any time to manage the on-site needs of the show/artist or BA event staff.
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Submit payment requests and create contracts as needed for runner (or other ground transportation), hotels, meal buy-out, etc.
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Review all invoices, labor reports, and box office statement once submitted by various departments to ensure accuracy.
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VENUE PARTNER EVENTS: Create a detailed settlement which lists the event expenses and revenue and provide to clients and the Venue Partner Manager.
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After events, update Momentus and complete post-event reports.
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Other duties as assigned
Qualifications
Education and Experience
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Bachelor’s degree in art administration or relevant field supplemented by 5+ years of event management experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.
Knowledge, Skills, and Abilities
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Ability to learn BA’s software programs
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Ability to multi-task on various projects
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Strong communication skills
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Must be able to deliver excellent customer service over the phone, via email, and in-person
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Previous computer experience with excellent knowledge of Microsoft Excel and Adobe Acrobat
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Ability to adapt to last minute changes and fulfill client needs
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Must exercise a professional demeanor at all times
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Must be extremely detailed oriented and possess excellent proofreading skills
Physical Requirements
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Motor coordination.
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Ability to stand for long periods of time.
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Ability to lift, carry, push, pull objects weighing up to 25 pounds.
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Tasks may involve the ability to exert moderate physical effort in the form of stooping, kneeling, crouching, crawling.