Job Summary: Essential Duties and Responsibilities
BOOKING / ADVANCING / PRODUCTION / MANAGEMENT
Create event prospect list for approval.
Contact Promoters, Artists, Tour Managers and Representative Agents to secure Performers/Bands/Acts/Events for KST.
Liaise with Bands, Labels, and Management to agree upon a window for show dates, financial, and logistical requirements of the event.
Complete expense/revenue analysis for each proposed show prior to recommending event to the Executive Director for booking and signing contracts; including but not limited to establishing itemized payouts, rider, guest list, and equipment needed.
Book events within the parameters established by Company.
All Artists and Promoters shall comply with the Company’s rules and regulations.
Manage all financial and logistical matters, making sure that the requirements of an Artist are met.
Update the booking schedule spreadsheets and timelines that detail the schedule on a rolling six-month basis.
Network to develop and maintain relationships with a variety of Venues, Artists and Promoters, making regular contact to gain and increase opportunities and performances for KST.
Keep co-workers informed of activities or required tasks and participate in regular team meetings to share goals, strategies and schedules to maximize performance revenue and bookings.
Assist Company in compliance with all laws, regulations and permits necessary for show performance.
Advance of Show
Coordinate contract, cost and rider requirements for each show including lighting, sound, and meet & greet with the Events’ Management Team (e.g. Tour Manager and/or Production Manager).
Schedule backline needs.
Schedule arrival/departure of contracted technicians including lights, sound, and stagehands.
Inform the House Manager of all security or additional usher staff needed for Artist(s), backstage or meet & greets.
Discuss with Box Office Manager info on show set up, attendance, meet & greets and special camera/recording policies, etc. prior to on sale (or as soon as arranged) to ensure customers are properly informed and ticketing settings are accurate.
Notify Concessions Manager of any meet & greet that requires additional bar staff or extended/early hours for bar staff for scheduling to be adjusted.
Communicate hotel/parking/transportation requirements to appropriate parties.
Schedule catering and/or Runner for day of show.
Provide a local merchandise seller’s information to Tour Manager if needed.
Distribute Advance to appropriate parties and post show schedule.
Day of Show
Provide excellent customer service, always mindful that the actions of the State Theatre staff are a direct reflection of the State Theatre itself.
Arrive at venue in time for arrival of technical staff and/or Artist (whichever is first) and remain available, on site, unless otherwise necessary, until their departure, to handle any questions or issues/changes that may arise.
Notify Box Office Manager of any updated ticketing/meet & greet/customer related information so that patrons can be properly informed.
Coordinate catering needs per rider.
Collect production contractors’ invoices, approve and submit to Accounts Payable.
Complete, review and finalize the show settlement with the Tour Manager or their representative.
Ensure the following run according to the Event schedule/time requirements:
Catering & backstage staffing food
Runner (artist transportation or catering as needed)
Artist is present for meet & greet (when scheduled)
Ensure artists are on and/or off stage as scheduled
While performing the duties of this job, the employee is regularly required to reach with hands and arms; speak loudly and clearly; hear and respond in busy and noisy environments. The employee frequently is required to stand, walk and climb or balance. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and will occasionally lift and/or move up to 50 pounds. Specific vision abilities include color, close, distance, and peripheral vision and depth perception.
This Job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Employee assistance program
Flexible spending account
Health savings account
Paid time off
Professional development assistance
Schedule: Monday to Friday / Weekends
Experience: 5 years (Preferred)
Work Location: One location
Requirements and Qualifications
Demonstrated understanding and passion for the performing arts and live entertainment industry.
Minimum of 5 years of industry experience required, 10+ years preferred.
Excellent networking and negotiation skills required.
Familiarity with TM reporting and technology is a plus.
Experience in accounting with excel to prepare multiple reports including P&L and show settlements.
Excellent interpersonal skills, even temperament, and ability to supervise effectively.
Excellent customer service and communication skills, oral and written, including follow-up via email and phone.
High level of organization and attention to detail with excellent time management skills and ability to prioritize.
Ability to have fun, stay calm, and work with others in a sometimes stressful, fast paced, energetic environment.
Strong work ethic, reliable and self-motivated, with an ability to work independently and as part of a team.
Creative brainstorming skills, ability to take initiative, strategize, set and meet high standards.
Ability to work flexible hours, accommodating the Theatres event schedule.
Experience with Microsoft Office suite required.
Bachelor’s degree in Music/Arts, Production and/or Business Management preferred.
Must provide: email capable phone (be available via email, cell and text), valid Driver’s License and reliable transportation.
About Kalamazoo State Theatre / The Hinman Company
The Kalamazoo State Theatre, located at 404 S. Burdick Street, has been a fixture in downtown Kalamazoo since 1927. The historic atmospheric style Vaudeville house and movie palace is now home to concerts, comedy, special films, and private events. The theatre can accommodate over 1500 patrons with five concessions and two lobbies. Please visit www.kazoostate.com for more information about the venue.
Our Values: We are a team of smart, resourceful, hardworking, action-oriented people thinking creatively and outside the box. We have a hunger for achievement, a sense of urgency, and a will to win. We are trustworthy, respectful and honest. The foundation of our business is to understand and meet the needs of our customers. We take ownership in our efforts and strive to create value in everything we do.
The Hinman Company and Mardi Gras Enterprises, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any o...ther characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, transfer, leaves of absence, compensation and training.