Insomniac - Entertainment Project Manager

Job Summary:

WHO ARE YOU?

Do you enjoy dance music? Do you excel at project management? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for dance culture as well as creating memorable experiences. Is this you? Read on… 

WHO ARE WE?

Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhanced by state-of-the-art lighting, pyrotechnics and sound design, large-scale art installations, theatrical performers and next generation special effects, our events captivate the senses and inspire a unique level of fan interaction. The quality of the Headliner experience is our top priority.

Insomniac produces 10,000 concerts, club nights and festivals for seven million attendees annually across the globe. Since its inception, Insomniac's events have taken place in 13 countries across five continents. The company's premiere annual event, Electric Daisy Carnival Las Vegas, is the world’s largest dance music festival and attracts more than 525,000 fans over three days. The company was founded by Pasquale Rotella and has been based in Los Angeles since it was formed in 1993.

THE ROLE

Insomniac Events is seeking a proactive and highly organized Project Manager to support the development, execution, and daily operations of our Entertainment Department. This role is essential in overseeing production timelines, staff coordination, and interdepartmental communication. The Project Manager directly assists in the management of performers, entertainment teams, creative development, and live shows — ensuring smooth operations and helping bring Insomniac’s creative vision to life. This role is also an important part of the pre and post show logistics of event production, including coordinating travel, trucking, seasonal warehouse staffing, payroll, and the management and oversight of all departmental creative assets.

This position reports to the Senior Entertainment Manager. This is not a remote position and will be required in office and on-site various event locations.

ENTERTAINMENT PROJECT MANAGER DUTIES: 

Staffing & Labor Oversight

• Create and launch key department forms including: casting, Performer Attendant requests, performer interest, newsletters, parking/camping requests, and more

• Create and manage key digital systems for the department including Airtable, Asana, Procurify, and Google Suite/Drive amongst others

• Overall hiring and management of Performer Attendants and warehouse operators

• Coordinate and confirm PA (Perf Attendant) training sessions & assign PA's to show roles

• Assist with the building and managing of Performer, Staff, PA, and Warehouse schedules

• Assist in the hiring and management of onsite Load In and Load Out teams

• Assist with show budgets and manage seasonal Performer and Staff payroll

• Create and manage labor grids for Back & Front of House teams

• Assist in the distribution and sharing of certain show systems to internal departments like Media or Producers

• Ensure proper financial reporting for position and rest of the team

Back-of-House (BOH) & Pre-Show Advancing

• Coordinate travel, warehouse/trucking, site, camping, parking and IT advancements during pre-show development

• Fill out BOH show forms, role assignments, credential requests, and more

• Work with team to determine and identify show deadlines 

• Implement and manage show deadlines on behalf of Producers and other internal teams

• Oversee internal staff management systems, ensuring timely HR reporting and payroll

• Collect and track contractor invoices, purchase orders (POs), and certificates of insurance (COIs)

Communication

• Create and manage staff organizational documents like spreadsheets & contact lists

• Create and send Offer Letters to all hired staff

• Send Manager Outlines to department leads

• Send staff welcome letters and onboarding materials to necessary personnel 

• Distribute training videos and emails to relevant staff

• Share Design Guides and Lookbooks with staff, performers, and PAs

• Mai