Concerts Coordinator

7 months ago

London, United Kingdom Royal Philharmonic Orchestra Full time

The Royal Philharmonic Orchestra is one of the world’s leading symphony orchestras with a reputation for excellence. We are seeking a reliable and highly motivated Concerts Coordinator to join the Orchestra’s Concert Management Department.

**Work closely with the Concerts Manager on the day-to-day logístical planning for all UK concerts and events, including**:

- Create and compile detailed event requirements to send to venues and external promoters, including technical details such as amplification, lighting, chairs, music stands, catering, backstage and access requirements;
- Organise instrument hire requirements and coordinate piano tuning times as necessary; source additional technical equipment from outside providers as required
- Work with the RPO’s Community & Education department to ensure that the Orchestra’s requirements are factored into detailed logístical arrangements for Community and Education concerts or workshops
- Organise hotels and travel for the Orchestra on occasions
- Update Arts Vision (the Orchestra’s diary database) with event information, including details of artists and repertoire, schedules and marketing information
- Prepare conductors’ schedules and Orchestra memos as required, in consultation with the CM
- Collate security and parking lists for all concert venues as required in consultation with the CM and Orchestra Managers
- Arrange artist flowers for some RPO Own Promotion concerts within London
- Complete PRS returns as required by venues
- Raise and forward to Finance, sales invoice requests for promoters which are in line with contracts, and keep the payment schedule up-to-date
- Process artist and supplier invoices for approval by the CM.

**In consultation with the Concerts Manager and Director of Artistic Planning & Partnerships, progress detailed arrangements for engaged artists, including**:

- Prepare contracts for artists in liaison with the CM and other Concerts Department colleagues
- Provide appropriate visa documentation for artists as required, and assist foreign agents with information relating to visas and Foreign Entertainers’ tax where necessary
- Organise hotels and travel for engaged artists as required
- In consultation with the CM, communicate with artists and agents to disseminate detailed logístical information, including schedules, rehearsals and instrument requirements
- Liaise with artists and agents regarding ancillary activity around concerts including open rehearsals, education workshops and pre-concert talks

**Responsible for the project management of some external hires and education projects**:

- Act as the central point of contact for some external hires and education projects, issue contracts and invoices as required, ensure the Orchestra’s requirements are factored into all logístical planning and attend events on the day

**Produce the monthly booking schedule and long-term advance schedules**:

- In consultation with the CM, produce the first draft of the monthly booking and long term schedules, reflect revisions required by the CM, CD and DAPP and format the final schedule for distribution to the Orchestra and all other relevant parties
- Produce schedule amendments as required
- Upload schedule documents onto the ‘RPO Hub’ (company Intranet) as required
- Update the Orchestra calendar feed with amendments as required

**Provide administrative support to the Concerts Manager, Director of Artistic Planning & Partnerships and Concerts Director in all areas of long-term planning**:

- Input planning information into Arts Vision and ensure that all information relating to the Orchestra’s UK work schedule is kept up-to-date
- Research and book rehearsal venues and be responsible for giving the venues all orchestral requirements for the date

**Provide administrative support to the Orchestra Managers for auditions**:

- Assist Orchestra Managers with booking of audition venues and accompanists where necessary
- Provide administrative support, as required, throughout each audition process for the Orchestra Managers

**Other departmental duties as required**:

- Act as a departmental representative, attending events on the day as required
- Assist with the correspondence of the CD, DAPP and CM and answer general enquiries from members of the Orchestra, agents, venues, promoters and general public as required
- Participate in staff team activities and training;
- Contribute to the overall development of the RPO Concerts Department
- Undertake such other duties as may reasonably be required by the Company.

**PERSON SPECIFICATION**

**Essential**

The post-holder must be able to demonstrate the following:

- Rounded administration experience working within the arts sector for an orchestra, ensemble, agency, promoter or venue
- Excellent organisational skills with attention to detail and high level of accuracy
- Excellent communication skills and ability to converse with a wide range of stakeholders
- Ability to pr

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