Summary: This position is responsible for the ongoing, successful management of the programming of events, production advance, event management and settlement of a portfolio of events.
Essential Duties and Responsibilities
Work in concert with Director of Programming to assure successful planning and execution of events
Serve as the Programming Department’s central source for document flow: contracts, deal memos, riders, license agreements, contract amendments, addenda, and other important event documents are administered by this individual
Prepare and facilitate the routing, execution and timely return of contracts for Bushnell Presented events, seeking input and approval from appropriate parties, including but not limited to finance, programs and front-of-house
Work in Artifax or other appropriate booking software to secure calendar holds for events
Respond to general inquiries regarding rental of The Bushnell
Meet with local-arts clients to ensure successful event planning and management, and to serve as liaison between clients and other Bushnell departments, including box office, marketing, front-of-house and facilities sales.
Assist with show advances, exchanging coordination details with artist representative(s)
Coordinate the fulfillment of all administrative functions related to rental contracts/license agreements, internal event outlines and technical riders
Serve as an on-site event manager as assigned
Coordinate event ticketing information with box office staff; creating seating maps as necessary.
Create and update Excel spreadsheets and Word documents as is necessary
Create, organize and file event folders – both hard copies and electronic versions.
Assist with fulfillment of contract/rider requirements (airfare, hotel, limo, etc.)
Attend regular department meetings in order to ensure smooth and successful execution of events
Liaise with other departments to provide the most efficient and excellent support of our client’s needs
Maintain excellent working relationships both internally with other departments and externally with clients and other stakeholders
Maintain current knowledge of and create and implement COVID-19 processes and procedures, and best practices, for prevention and response.
Incorporate changes in COVID-19 safety policies based on updates to union, local, and/or federal guidelines into processes and procedures.
Work with Bushnell Production to create and maintain scheduling for Covid Compliance Officers based on event/show requirements.
Oversee 4-6 person COVID Compliance team
Coordinate and conduct backstage COVID testing as needed per individual shows testing protocols.
Compile and maintain crew & contractor COVID vaccination status to ensure show/event requirements are met.
Follow HIPPA & ADA guidelines/regulations while handling confidential information obtained from workers.
Train COVID Compliance Officers to ensure adherence to all on set, union, local, federal, and CDC protocols and guidelines
Maintain inventories of COVID Compliance departmental equipment and supplies
Serve as onsite COVID Compliance officer when needed
Education and/or Experience:
College degree and at least two years of experience
Excellent written, verbal and interpersonal communication skills. Prior working experience in theatrical production, concert production or event planning. Ability to prioritize multiple responsibilities and to work under deadlines. Exceptional knowledge of Microsoft Excel and Word, as well as other computer applications. Ease in working in multiple computer programs. Collaborative personality who is a team player. Outgoing individual, who conveys positive, polished image of The Bushnell to our community. A high-energy self-starter and innovative thinker.
The Bushnell is more than just a building, or a place to “see a show” — it is a vibrant organization that draws upon a rich, 91-year history, while navigating an exciting course for the future. Led by a CEO with an entrepreneurial spirit and great vision, we are constantly looking for new ways to expand the scope of our work, whether it's through dynamic programming, collaborating on a plan to develop our neighborhood or building upon our 30-year-old education program, which reaches 15,000 students in Greater Hartford annually. As the largest arts organization in Connecticut, The Bushnell is an essential part of the fabric of Hartford, serving as both a cultural beacon and an economic development leader. Our staff embodies this sense of pride and commitment to the community and are encouraged to share new ideas for the betterment of the patron experience, the growth of the institution. and the community we serve.