Guest Booking Coordinator, FAN EXPO HQ

Company Description

Informa is one of the world’s leading knowledge providers. We create and deliver highly specialized information through publishing, events, training, market intelligence, and expertise, providing valuable knowledge to individuals, businesses and organizations worldwide.

Informa Connect, is the world’s leading facilitator of knowledge sharing and business connections. We connect communities around our leading brands, through year round provision of high quality digital and face to face content, networking and professional development and learning opportunities. We provide the highest-quality content and thought leadership alongside platforms for connecting and collaborating, giving our customers real advantage. We are the world’s largest events producer with several thousand events annually welcoming 150,000 delegates in over 70 countries.

FAN EXPO HQ is the largest pop-culture event producer in North America. Our mission is to deliver the ultimate fan experience through our growing portfolio of events, which includes MEGACON Orlando, FAN EXPO Dallas, FAN EXPO Boston, FAN EXPO Denver, FAN EXPO San Francisco, FAN EXPO Canada, Calgary Comic & Entertainment Expo, FAN EXPO Vancouver, and more.

FAN EXPO HQ is a division of Informa, the world’s leading events company, and together we create opportunities for fans to explore and celebrate all things pop culture, through operational excellence, fandom expertise, and out-of-this-world content.

Job Description

Key responsibilities:

• Work directly the Talent Director to draft contracts for Talent bookings. This will include writing, reviewing and sending contracts to Talent brokers with a high level of accuracy.
• Liaise with Talent Booking Agencies to ensure contracts are being executed and fulfilled according to agreed upon timelines.
• Monitor all contract deadlines and maintain status of Talent Bookings for each show.
• Update guest database system with contract deal points as they become available.
• Process and maintain all accounting records related to Talent payments for all shows. This includes requesting proper paperwork from Talent agencies, submitting payments to accounting, following up on payments and recording reimbursements required.
• Work with Content Team on creating special event packages for specific Talent for events.
• Maintain the accuracy of websites (Talent appearance days and pricing).   
• Manage Talent cash outs on-site for all events. This includes keeping detailed records of Talent’s pre-payments, following up on the status of their sales at the events on a daily basis and creating post-show reports for Talent brokers and internal Management.
• Manage Appearance Fee budget line for each event. This includes forecasting risk and updating with actuals after each event.
• Create and maintain Talent agency guest database for ease of reference for future Talent bookings.
• Liaise with Marketing Team on Guest announcement schedules and relay information to Talent Booking brokers to increase social media engagement.
• Work directly with Content Team on print & electronical collateral deadlines. This includes providing full lists of confirmed Talent for each event as requested.   
• Provide support to Talent Relations Department with other administrative duties as required
• Lead on-site for the management of high-level Talent (as required). 

Qualifications

• A minimum of 3 years of work experience in a fast-paced, dynamic environment in an administrative capacity.
• Experience working with contractual agreements and contract management required 
• Experience with customer service
• Ability to travel 25-40% of the time including weekends (will include international travel and a valid passport is required)
• Ability to assess multiple tasks and prioritize effectively to meet tight deadlines and constant changing priorities.
• Highly organized and has great attention to detail.
• Excellent analytical and negotiation skills.
• Ability to communicate clearly with various levels of management within the organization, as well as with Talent brokers.
• General knowledge of Pop Culture considered and asset.
• Experience in the entertainment or talent industry preferred
• Must be proficient in Microsoft Office applications
• Bachelor’s degree in equivalent experience (business, communications)

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