Production Coordinator for Events - Krannert Center for the Performing Arts

Job Summary

Responsible for planning and implementing artistic and logistical details and providing budgetary oversight for performances, live events, rental events, and other production/event activities at Krannert Center for the Performing Arts.

Duties & Responsibilities

 Planning and Implementation of KCPA Events

• Coordinate with KCPA staff in Events, Operations, Production, Front of House, Marketing and Programming to ensure the success of KCPA events.

• Manage daily information flow and communications, assign tasks and/or allocate resources, collaborate with Events/Production staff to coordinate and schedule extra-help/stagehands/student workers for specific projects.

• Work collaboratively with KCPA Production Staff to ensure all requirements of the tech rider are met and any discrepancies are resolved.

• Regularly review schedule, equipment and staffing needs with appropriate staff and communicate changes in a timely manner.

• Manage event budgets for assigned shows, ensuring costs do not exceed allocated resources. Review funding discrepancies or requests for additional allocations with the Events Director.

• Create stage diagrams, room set-up charts or other space-related drawings and coordinate with artists/clients and KCPA staff.

• Attend assigned events, oversee student workers on the day of the event, coordinate technical/logistical/front-of-house needs and solve day-of-event issues as they arise to ensure a smooth performance or event.

• Ensure events are closed out efficiently by reconciling receipts and submitting them through university systems, approving payroll or providing approved schedules for supervisor to approve payroll, and completing all close-out activities.

Artist Relations & Logistics

• Advance shows with artist/event representatives, coordinate production requirements with various KCPA departments, arrange for local housing/transportation, and coordinate artist hospitality ensuring all guest interactions represent and reflect the Krannert Center “culture of welcome.”

• Acting as the primary liaison with the external group/client/artist to plan their KCPA residency including creating and negotiating itineraries and schedules, reviewing and executing contract provisions, coordinating review of the technical rider, and handling sensitive information.

• Make hotel reservations, communicate room lists and other logistics, and reconcile hotel receipts.

• Drive university vehicles to safely transport artists, management, and/or equipment between venues and locations.

Administration

• Collaborate with Building Operations to schedule attendant work and to track and maintain equipment required for the successful implementation of KCPA events.

• Maintain event records and update events database as needed.

• As assigned by the Events Director, create and maintain workflow checklists, pre- and post-show checklists, inventory checklists and other documentation necessary to effectively and efficiently manage the Events department.

• As assigned by the Events Director, support season planning activities by making housing and transportation estimates, reviewing calendars and schedules, and participating in planning meetings.

Training and Communication

• Oversee training of student Production Assistants and maintain training materials and show-run paperwork.

• Assist in student and extra help staff recruitment campaigns on behalf of the KCPA Events department.

Specialty Factors

• Bachelor’s degree.
• A total of one (1) year (12 months) in education, training and/or work experience in advancing performances and/or events with performing artists and/or artist representatives.
• Valid Driver’s license at the time of hire

Preferred Qualifications

• 2+ years of performing arts event production/management, stage management, and or stage/technical experience.
• Familiarity with Vector Work, Momentus, or similar products.

Knowledge, Skills and Abilities

• Working knowledge of the field of the performing arts (music, dance, theater).
• Proficiency with Word and Excel.