Website Kentucky Performing Arts
We are the home for Louisville’s nationally-renowned arts scene
Your career in the arts awaits! After a prolonged intermission, Kentucky Performing Arts is ready to raise the curtain once again. KPA is looking for team members to help us create meaningful experiences and share the power of live entertainment. Apply today!
The Event Manager coordinates events, as assigned, from immediately after booking through settlement, including being the on-site contact for the client and internal resources during the actual event. This position will collaborate with all performance execution departments to ensure client and artist needs are met while promoting high-quality patron experiences.
Event Manage oversight responsibilities includes but are not limited to:
Consistent communication with client or artist management; coordinating hospitality staffing, runner staffing, merchandise staffing as needed per event; disseminate event information to all KPA departments in a timely manner using approved KPA processes, policies, and tools; be the onsite authority on behalf of KPA for the event; work with the client or artist management to finalize the event settlement; process any final documentation and update database as needed to close-out the event.
Supports the mission, vision, values and standards of behavior of Kentucky Performing Arts.
Participates in appropriate professional development programs to attain and maintain competency.
Assists the Senior Manager of Event Coordination and other Event Managers as needed.
Understands, and is accountable to pertinent company standards, policies and procedures.
Maintains high standards for quality of work despite pressing deadlines. Adapts well to changing priorities, deadlines, and directions. Communicates clearly, consistently, and collaboratively.
Serving as the main point of contact, after booking, for all client/artist needs, including but not limited to: site visits and meetings, creating information sheets to include all of the front of house logistics for dissemination to part-time staff and volunteers, creating layouts for rooms rented using Visio or Social Tables, entering work orders in USI for Production, Building Services, Engineering, Volunteer Services, Front of House Fees and IT, working with the City to obtain permits as needed (i.e. meter bagging for school buses), placing sponsor and show specific signage around the building, communicating with various internal departments, being on-site for the event, settlement and post-event wrap-up to ensure efficient coordination of event.
Anticipate emerging opportunities or crises. Develops well-informed advice and strategies that are sensitive to the various needs of multiple stakeholders and partners, reflect the strategic direction of the department and position the organization for success.
Anticipates problems; sees how a problem and its solution will affect other areas; gathers information before making decisions; weighs alternatives against objectives and arrives at reasonable decisions; adapts well to changing priorities, deadlines, and directions; is willing to take action, even under pressure, criticism or tight deadlines.
Although this position does not directly oversee House Managers, Floor Managers, or Volunteers, this position will provide leadership to those individuals the night-of events.
Works closely with the Senior Manager of House and Volunteer Services to schedule appropriate support staff for events (merchandise sellers, performance runners, hospitality, etc.).
Facilitates, coordinates, and distributes client information to appropriate departments for all assigned clients.
Works harmoniously with others to get a job done; responds positively to instructions and procedures; able to work well with staff, co-workers, peers and managers; shares critical information with everyone involved in a project; works effectively on projects that cross functional lines; helps to set a tone of cooperation within the work group and across groups; coordinates own work with others; seeks opinions; values working relationships; when appropriate facilitates discussion before decision-making process is complete.
Works to improve the performance of oneself and others by pursuing opportunities for continuous learning and feedback. Engages staff in developing goals, executing plans, and delivering results. Develops a team spirit.
Conducts pre-show meetings with representatives of all Kentucky Performing Arts prior to evert performance.
Acts as liaison between clients and KPA staff during assigned events.
Crafts Large Print Programs, when a paper program is available for the event.
Negotiates, with oversight from the Sr. Manager and Director, merchandise contracts and fees.
Maintains complete and up-to-date event files, records & databases. Work closely with Programming and Events to adhere to negotiated contract and rider terms and discrepancies in approved event budget. Reports any variance or potential non-compliance to Supervisor in a timely manner.
Has a working knowledge of or capacity to learn event deal structures and supports their fulfillment at the time of settlement and or final billing. Processing and/or issuing invoices, as needed. Administers and/or supervises settlements as required, including handling large sums of money.
Personally responsible; completes work in a timely, consistent manner; works hours necessary to complete assigned work; is regularly present and punctual; arrives prepared for work; is committed to doing the best job possible; keeps commitments.
Expected to regularly work nights and weekends, occasional holidays, and 40+ hours per week.
Bachelor’s degree, or equivalent experience in Arts Administration, Hospitality or related field.
Minimum 2 years’ experience in events coordination, arts management, or related position.
Proficiency in the following software programs is preferred, but not required: Microsoft Office Suite, including Viseo; Ungerboeck; GoFormz; Tessitura.
Ability to adapt to new technologies as the organizational need presents itself.
Demonstrates ability to work effectively with a broad range of people and can communicate with them under stressful situations.
Ability to work at peak performance, often under extreme pressure.
Familiarity with theater environment preferred.
Maintains CPR, AED, Bloodborne Pathogen and Fire Extinguisher certification (KPA provided).
As a community steward, we are dedicated to authentically serving all members of our community. We accomplish this through the realization of our mission, creating lifelong relationships with the arts. To this end, each of us are asked to embrace and leverage the diversity of all team members, stakeholders, art forms and audiences.
Kentucky Performing Arts provides equal employment opportunities (EEO) to all employees and applicants for employment.
To apply for this job please visit www.kentuckyperformingarts.org.