JOB OPPORTUNITY: Event Manager – SOUTHBANK CENTRE

Job reference: 000342
Location: Southbank Centre, London
Closing date: 09/03/2022
Salary: £32,000 – £34,000
Employment type: Permanent
Department: Event Management & Producing

Role objectives

The Event Manager role is responsible for the delivery of a diverse and dynamic artistic schedule to an international standard. Working within an Event Management team, the role will manage allocated events from start to finish, be the main point of contact for logistics for events by key stakeholders, and will be responsible for communicating the operational needs of assigned events internally and externally.

Key tasks include:

manage event schedules, contracts, budgets,
payments, travel, hotels, internal transport, riders, hires, visas, FEU, artist liaison, merchandise, security, recordings, and the scheduling of all event-associated rehearsals, sound-checks, signings, and receptions.

Main Responsibilities

These responsibilities are for allocated events and always in collaboration with colleagues in other relevant Southbank Centre departments. These include, but are not limited to:

Planning Coordination

  • Deliver allocated events in association with the Director of Arts Planning & Producing, Senior Producers, Producers and originating Programmer, undertaking detailed logistical planning and administration as necessary.
  • Support the art form programming team in developing and maintaining excellent working relationships and clear communication channels with artists, partners, promoters, producers and SC departments in order to ensure repeat business.
  • With Producers, be responsible for communicating details of events and projects to all relevant departments, and coordinating pre-production with in-house departments including Finance, Digital Business Solutions, Security, Health & Safety, Visitor Services, Production, Commercial, Development, Marketing and Communications, Ticketing Services and Facilities.
  • Work with the Production Managers on technical and staging requirements of each event to ensure that rider specifics can be achieved within agreed budgetary parameters.
  • Be responsible for ensuring that the details of each event are entered onto Artifax in accordance with internally agreed processes and Operating Statements to enable planning and delivery by all SC departments.
  • Continually monitor and review event details for assigned events to ensure that amendments are correctly recorded and published on Artifax in accordance with SC operating processes. Communicate event changes to operational departments where necessary.
  • Undertake planning and administration for events, including booking hotels and travel in liaison with the artists and providing necessary transport as per contractual agreement, completing Certificates of Sponsorship for all non-EEA artists and apply for FEU tax exemptions/reductions as necessary, booking event catering within agreed budgets.
  • Coordinate agreed event TV, radio and recording requests in conjunction with the Producer/Programmer, Head of Digital Programming and the assigned Production Manager. Co-ordinate relevant facility fees and requests for the issuing of contracts and agreements where necessary and relevant in conjunction with the Head of Digital Programming.
  • Undertake event duty for allocated shows and projects and associated ancillary activity for cross-artform events for all festivals, as required by the Senior Producers and Producers.
  • Be responsible for the correct protocol for Royal visits and visits by other VIPs to allocated events. Liaise with programmers, promoters and internal departments to make the necessary arrangements for performance by high profile artists.
Contracts and Budgets.
  • Prepare and issue contracts for all allocated projects and events in conjunction with the Producer/Programmer and ensure that these are confirmed, communicated, and understood by relevant parties before events are put on sale.
  • Work with Programmers to provide information for realistic event costings to achieve artistic aspirations. Maintain updated event budgets and monitor expenditure and income for events and projects raising fluctuations, problems and queries in a timely fashion with Programmers and Producers.
  • Support Promoters through the timely provision of detailed costings for planned events to include estimates for additional services required by the client from internal departments.
  • Reconcile budgets after allocated events and projects, completing event charge sheets in line with SC processes, and working closely with colleagues to deal with any issues arising and manage post-concert settlements.
  • Place, process and manage purchase orders and invoices as appropriate in line with SC’s financial processes.

Ticket On-Sale Process , Sales Overview and Ancillary Sales
  • Communicate and coordinate SC processes with promoters to establish ticket pricing, seat holds, copy, and liaise with Programming Assistants and Producing Assistants to put events on sale.
  • Confirm sales details for all allocated projects once events are live.
  • Support all Marketing on-sale deadlines ensuring ticket pricing structures have been approved and tested including holds, comps and staff ticket details. Monitor box office sales during pre-production and communicate all branding requests.
  • Provide information and communicate arrangements for the sale of merchandise, programmes and any other ancillary commercial activity in conjunction with the Producers and Visitor Experience team.

Safety, Security and Compliance.
  • Manage the gathering of information necessary for all Health and Safety records, storing as directed by the Head of Health and Safety, ensuring that information required is provided by artists, promoters and colleagues as appropriate.
  • Work closely with colleagues to ensure event planning and delivery runs in accordance with statutory requirements and SC’s health and safety policies.
  • Undertake risk assessments for private events, workshops, work placements and any non-auditoria events and provide event information to internal colleagues for risk assessments in other areas.
  • Undertake SC Installation process when required, making sure any risks have been assessed, control measures are put in place and correct authorisations are requested for signoff of any assigned installations.
  • Obtain and provide information necessary to complete the Security Risk Profile.
  • Collate and provide information required for the delivery of SC Safeguarding Policy.
Event Delivery
  • Ensure that spaces are prepared and presented in accordance with the information provided on Artifax, so that the organisation meets the needs of artists and performers.
  • Ensure pre- and post- performance receptions, signings and events (sponsors, promoters, artists etc) are planned and managed efficiently.
  • When allocated and agreed with the Producer/Programmer, attend and oversee rehearsals, soundchecks and events at SC venues:

o to ensure that artists, promoters/management, and partners feel welcomed and supported;

o to work closely with colleagues to problem solve and address any queries which may arise;

o with the aim of maximising the artist, promoter, and visitor experience at all times.

● Any other appropriate duties as required by the Producers, Senior Producers or the
Director of Arts Planning and Producing.

Person Specification

Essential skills and experience required – We are looking for someone who:

  • Has a keen interest in and professional knowledge of live performance events and one or more of the Music and Performance artforms Southbank Centre presents (Classical Music, Contemporary Music, Performance, Comedy and Literature);
  • Has demonstrable professional experience of coordinating live arts events to the highest standards;
  • Is able to work well and communicate with a wide range of people, including internal and external stakeholders at all levels;
  • Has a flexible, proactive and collaborative approach to work;
  • Is able to work constructively in a team as well as independently on their own initiative;
  • Has experience of managing event budgets;
  • Is well organised, with outstanding administration and project management skills and precise attention to detail;
  • Can manage their own time and can demonstrate they are able to work to and meet deadlines;
  • Has good persuasion skills, including enabling others to meet deadlines;
  • Is committed to irregular working hours as required to deliver events to a high standard which will include evenings and weekends;
  • Has demonstrable experience of remaining calm under pressure;
  • Is solutions-focussed, with a can-do attitude to resolving issues as they arise;
  • Has excellent IT skills (including MS Office and Google Drive) and experience of working with databases;
  • Has a broad knowledge and understanding of the arts sector;
  • Has demonstrable experience in providing excellent customer service;
  • Is able to demonstrate an understanding of and commitment to the role that diversity and inclusion play in the activities of the Southbank Centre as a whole and in the work of this particular job.
Desirable skills and experience
  • Experience of working in event management across the performing art forms.
  • Knowledge of Artifax and Tessitura systems or other venue management and ticketing systems.

Deadline to apply for the Southbank Centre Event Manager role is 09/03/2022

Find out more about the role and the Southbank Centre and apply here.

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