The Programming Event Manager is responsible for execution and administration of event requirements for Kimmel Center Presents (including free community events and SEI residencies), KCP Co-presentations, PIFA, Broadway Philadelphia, Sittin’ In, Grow-Up Great, New Year’s Day, and other events as assigned.
Director of Programming and Presentations Assistance
Assist Director of Programming and Presentations as needed, including but not limited to budgeting events, settlements with touring shows and internally with finance and other departments, communicating available dates in venues to co-presenting partners.
Serve as main point of contact for all visiting artists and their staff.
Advance and fulfill all aspects of contracts/contract riders, i.e. air travel, hotel reservations, ground transportation, catering, merchandise sales, complimentary tickets, with artist management and road management. In the event requirements for fulfillment are not attainable “in-house” acquires these items elsewhere. In the event a 3rd party caterer is needed make all arrangements with 3rd party catering company.
Coordinate with Operations department regarding use of dressing rooms for KCI needs and other ancillary back of house spaces.
Responsible for communications with artists’ rehearsal schedules and ancillary space requirements, and insuring these rehearsals are properly notated in the Kimmel Center master calendar.
Manage all details for creating and executing any artist chats, if confirmed by programming department.
Attend weekly Kimmel Center operations meetings on behalf of programming department.
Attend weekly Garces meeting.
Creation of Production Summary sheets for distribution to Production department, Box Office, House Management, Security, Housekeeping and Engineering.
Properly maintain and in certain cases stock the following spaces: Kimmel Center programming office, Perelman Theater programming office, Merriam Theater KCP storage closet and locker, Academy of Music KCP storage spaces.
Create, update, and distribute Artist Information Directory to all artists and touring productions.
Day of show
Arrive on site prior to artist and tour management to prepare for arrival for all KCP related events.
Manage emergency situations for artist’s and artist’s management including coordinating medical care and other immediate needs that can arise during an artist’s stay in Philadelphia.
Manage risk and security issues for the artists in conjunction with The Kimmel Center security staff and artist management. Serve as liaison between patrons and artists, particularly as they pertain to backstage entry, meet & greets, cd/merchandise signings, VIP events and guests.
Serve as principle programming department representative during events to ensure all aspects of the Production Summary are carried out.
Collect and organize all receipts and invoices to complete nightly engagement settlements.
Fulfill any day of artist requests as well as secure runners. Escort artist from dressing room to stage, escort artist to any required development events pre or post show.
When required, settle the engagement with the Artist/Promoter.
Fulfill any merchandise requirements including providing sellers, tables, and settlement post show.
Process all expense reports and Amex reports for him/herself, accurately and on time.
Arrange all necessary travel and hotel for programming staff.
Develop and maintain relationships between The Kimmel Center and hotel partners. Execute details and contracts for hotel trade agreements.
Attend all weekly programming meetings as well as any other larger group required meetings, weekly PIFA meeting, etc.
Develop and maintain relationships between The Kimmel Center and hotel partners. Execute details and contracts for hotel trade agreements to benefit Kimmel Center Presents.
Develop and maintain relationships with artists (local/national/international), managers, agents, other venue contacts and vendors of various types such as car rental companies, airlines, taxi companies etc.
Supports Director of Programming and Presentations as needed including processing contracts and technical riders.
Maintain business office hours, review weekly work schedule with Director Broadway Philadelphia for approval.
Manage all merchandising needs for Kimmel Center and Broadway engagements, including set-up and settlement.
Manage logistics and be point person with Garces for KCP backstage catering, Sittin’ In, New Year’s Day, PIFA, and other assigned events from KCI staff.
Manage conflicts that arise between Garces catering and KCI staff.
Keep track of and process Garces invoices.
Other duties as assigned.
Education and Experience:
Minimum of 2 years experience in the performing arts with direct artist contact
Associates degree or higher preferred
Knowledge of MS Excel is essential for the position. Proficient in Word, Outlook, and MS Office.
Able to communicate with and motivate others.
Reliable, patient and determined
Temperamentally capable of building strong relationships with people who may be demanding and unreasonable
Extremely high tolerance for mutually exclusive client demands
Conflict resolution skills, diplomacy, tact
Self-Driven / Proactive
Clear focus on high quality service
Resourceful and able to resolve emergency situations quickly
Environment, Physical Demands and Other Conditions:
Non-traditional hours are required and could include extended hours per day depending on performance schedules.
This job often requires more than 40 hours per week to accomplish.
At least one day off per week if not two but not guaranteed consecutive.
On call to artists/artist management/artist agents 24/7 distribution of cell phone number is required. Must keep cellphone voicemail accessible to artists.
Long periods of standing, walking, (sometimes running).
Heavy lifting involved.
Occasional use of personal vehicle for supply transports and also transport of artists (with reimbursement for miles or gas.)
Kimmel Center, Inc., a charitable, not-for-profit organization, owns, manages, supports and maintains The Kimmel Center for the Performing Arts, which includes Verizon Hall, Perelman Theater, Innovation Studio and the Merck Arts Education Center. Kimmel Center, Inc. also manages the Academy of Music, owned by the Philadelphia Orchestra Association, and the University of the Arts’ Merriam Theater. ...Our mission is to operate a world-class performing arts center that engages and serves a broad audience from throughout the Greater Philadelphia region.