Event Manager

$47,840 - $47,840/Yr

Kentucky Performing Arts - Louisville, KY

Full-time - Mid Level

Louisville, KY

About the position

The Event Manager at Kentucky Performing Arts plays a crucial role in coordinating events from the moment they are booked until the final settlement. This position serves as the primary on-site contact for clients and internal resources during events, ensuring that all client and artist needs are met while promoting high-quality patron experiences. The Event Manager collaborates with various performance execution departments to facilitate smooth operations and enhance the overall experience for all stakeholders involved. In this role, the Event Manager is responsible for planning and executing tasks independently, adapting to changing priorities and deadlines with a positive mindset. Clear and respectful communication is essential, as the Event Manager represents Kentucky Performing Arts (KPA) in all interactions. The position requires participation in internal and external meetings and professional development programs to maintain competency and increase acumen in event management. Key responsibilities include overseeing event logistics, maintaining consistent communication with clients and artist management, coordinating staffing needs, disseminating event information to all relevant KPA departments, and ensuring compliance with company standards and policies. The Event Manager also acts as the main point of contact for all client and artist needs, including site visits, creating information sheets, and managing event layouts using software like Visio or Social Tables. Additionally, the Event Manager is responsible for processing final documentation and updating databases to close out events effectively. The role demands a proactive approach to problem-solving, anticipating potential issues, and developing strategies that align with the department's strategic direction. Although the Event Manager does not directly oversee House Managers or Volunteers, they provide leadership during events and work closely with the Senior Manager of House and Volunteer Services to schedule appropriate support staff. Continuous learning and feedback are encouraged to improve personal and team performance, fostering a collaborative environment that delivers results.

Responsibilities

• Coordinate events from booking through settlement, serving as the on-site contact for clients and internal resources.
• Communicate consistently and collaboratively with clients and artist management throughout the event process.
• Manage hospitality staffing, merchandise staffing, and runner staffing as needed for each event.
• Disseminate event information to all KPA departments in a timely manner using approved processes and tools.
• Act as the onsite authority for the event, ensuring efficient coordination and execution of all logistics.
• Finalize event settlements with clients or artist management and process any final documentation.
• Participate in professional development programs to maintain competency in event management.
• Conduct pre-show meetings with KPA representatives prior to performances to ensure alignment and readiness.
• Negotiate merchandise contracts and fees with oversight from senior management.
• Maintain complete and up-to-date event files, records, and databases.

Requirements

• Bachelor's degree in Arts Administration, Hospitality, or a related field, or equivalent experience.
• Minimum of 2 years' experience in event coordination, arts management, or a related position.
• Proficiency in Microsoft Office Suite, including Visio; familiarity with Momentous, GoFormz, and Tessitura is preferred.
• Ability to adapt to new technologies as needed by the organization.
• Strong communication skills, capable of working effectively with a diverse range of people under stressful situations.
• Ability to work at peak performance under extreme pressure.

Nice-to-haves

• Familiarity with theater environments and event deal structures.
• CPR, AED, Bloodborne Pathogen, and Fire Extinguisher certification (provided by KPA).

Benefits

• Competitive hourly wage starting at $23.00 per hour.
• Opportunities for professional development and training.