Cultural Arts & Special Events Programming Manager

CLASSIFICATION DESCRIPTION

Performs advanced professional and technical work in overseeing the scheduling of rental and City-sponsored events, event coordination, and marketing and development duties. This position falls within the Department of Cultural Arts & Special Events (DCASE). Work is performed under the general supervision of the Director of Cultural Arts & Special Events and the Hemmens Cultural Center Director. Tasks are varied based on the needs of each event, but most of this work is collaborative in nature. This job requires some night and weekend shifts.

GENERAL DEFINITION AND CONDITIONS OF WORK

The ideal candidate should be collaborative and supportive in nature, innovative and thoughtful with an eye always on the full experience of the audience member while being cognizant of limitations. This candidate should be well versed in the entertainment industry and comfortable working with artists, talent agencies and others. This candidate will work with the DCASE and City of Elgin staff to further solidify Elgin’s reputation as a city of the arts.

• Scheduling rental and City sponsored events both at the Hemmens Cultural Center and various other city properties. preparing and maintaining operational and financial files and records.
• Actively maintain and update event information in facility’s scheduling program to ensure that information is correct and up-to-date.
• Develops and maintains relationships with artists, agents, promoters, professional organizations, and venues to successfully schedule and promote City of Elgin’s Hemmens Cultural Center and additional outdoor facilities and events.
• Develop and maintain relationships with City staff, vendors, and other professionals to create and distribute promotional materials.
• Coordinates with facility and DCASE staff to ensure the effective dissemination of all information required for the successful completion of events.
• Programs new event data into computer and maintains records of rentals against receipts.
• Receives and either resolves or forwards customer complaints to the Cultural Center Director or Director of Special Events & Cultural Arts, as is appropriate.
• Develops and maintains lists of potential sponsorship, marketing, and advertising partners.
• Solicits advertisements for program books.
• Schedules rental events. prepares estimates and contracts, show?closing records, reports, and billings.
• Tracks rental deposits, payments, insurance, and contract paperwork to guarantee that all requirements are met in a timely manner.
• Works with City’s Special Events team to secure artists for the City of Elgin’s large-scale events, as is appropriate.
• Assists with budget preparation and monitoring.
• Develops and executes marketing strategies to increase facility rentals and usage.

• Research and identify artists and productions that qualify and have viable business potential for our venue.
• Research and understand financial, trends, and cultural status of artists.
• Research new, up and coming artists, and distribute info to Cultural Center Director and Director of Cultural Arts & Special Events.
• Participate in meetings and discussions, deliver new and exciting ideas on artists, processes, and best practices.
• Conduct site tours for artists, agents, renters, and other decision makers.
• Strategically seek opportunities to secure revenue generating events/performances.
• Create and prepare deal sheets, offers, and contracts with the legal department as is appropriate.
• Obtain all details and show information from artist representatives and act as communication liaisons between artist city staff; coordinate with the Cultural Center Technical Director.
• Build and foster positive relationships with talent agents.
• Work directly with the Cultural Center Technical Director to ensure all technical and hospitality needs are acceptable, attainable, and met.
• Work collaboratively with staff to ensure marketing materials meet contract obligations and are appropriate in scale.
• Complete all event advancing, detailing, and show information in internal systems; coordinate with the Cultural Center Technical Director.
• Complete and distribute show updates, confirmations, and final event orders to internal staff and partners.
• Update and maintain budget changes and any artist information.
• Create reports as needed and distribute to management and any other pertinent internal and external stakeholders.
• Work with DCASE staff to ensure customers are transitioned seamlessly from the sales and booking process to the day of event management.
• Complete final financial audit and settlement for event
• Complete artist deposit payments.
• Complete artist settlements night of show and post show as needed.
• Manage show files to ensure all essential documents are present prior to day of show. Including but not limited to headliner and support contracts, riders, and W9s.
• Complete expense reports and book travel as needed.
• Work with DCASE staff and Legal Department to keep license and production contracts up to date to industry best practices.

• Performs related tasks as required.
• This is light work requiring the exertion of up to 50 pounds of force occasionally, up to 20 pounds of force frequently, and a negligible amount of force constantly to move objects. Work requires climbing, balancing, reaching, standing, walking, fingering, grasping, and repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word. hearing is required to perceive information at normal spoken word levels. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

KNOWLEDGE, SKILLS AND ABILITIES

• Professional level of verbal and written communication skills.
• Fast learner with a strong work ethic and a high sense of responsibility in an ever-changing environment.
• Must be able to handle sensitive matters and exercise excellent judgment.
• Ability to work independently and within a team to perform multiple prioritized tasks.
• Detail-oriented with a strong ability to work under pressure to meet strict and fluid deadlines.
• Eagerness to support others.
• Passionate about live music and/or performing arts.
• Ability to work a flexible schedule, as needed.
• Excellent written and verbal communication skills.
• Comfortable with making changes on short notice.
• Strong proficiency in computer skills, including use of MS Office, Slack, Salesforce, Canva, etc.
• Strong eye for creative detail and deep knowledge of the entertainment, live performance, and theater world.
• Superior customer service, public speaking, and presentation skills.
• Experience working with events and volunteers.
• Must possess strong organizational skills.
• Ability to work weekends and extended hours when necessary.
• Must be physically capable of lifting boxes up to 50 lbs. setting up tables and pop-up tents, hanging banners and other similar duties.
• Bilingual helpful.

ADDITIONAL INFORMATION

• Bachelor’s degree in a field such as media, business administration, or entertainment. Further experience in negotiating contracts. A strong working knowledge of the entertainment industry, the ability to continually network and strong written and verbal communication are all important skills.
• Minimum 3 years’ experience in talent acquisition or casting in the entertainment industry.
• Experience in a management or supervisory role for a minimum of 3 years.
• Experience as a performer (e.g. music, theater, dance) considered an asset.
• Technical knowledge of Sound and Light equipment considered an asset.
• Event management experience considered an asset.
• Experience with contracts and negotiating considered an asset.
• Familiarity with marketing and marketing practices considered an asset.