Birmingham City University



BIRMINGHAM CITY UNIVERSITYBIRMINGHAM CONSERVATOIREJob DescriptionCONCERT MANAGERJOB DESCRIPTIONPurpose of PostTo act as the operational manager of the Conservatoire’s venues and public events programme, working closely with and reporting to the Head of Venues, Concerts and Events to meet the educational and artistic requirements of Conservatoire performances, oversee front of house delivery, and support programming, the development of business and the generation of income streams.DimensionsOperationalOverseeing, supporting and delivering the c. 300 public concerts presented at Conservatoire each year.Supporting and delivering the extensive range of other bookings and events that take place.Working with a varied range of external organisations who hire the Conservatoire’s facilities.Ensure responsibility for contracts with external hirers.FinancialUndertaking invoicing and ensuring timely payment by clientsProviding monthly financial reports to the Head of Venues, Concerts and EventsAccount for income from tickets, bar and box office.Support the generation of c. ?150,000 - ?160,000 earned income per year through secure external organisations to hire the Conservatoire’s facilities.StaffDay-to-day management of the Assistant Concert Managers (Scale 6) with dotted line supervisory relationships with the Concert Administrator, Bookings and Digital Communications Officer, Events Marketing and Audience Development Officer and the Arts Co-ordinatorOversees the supervision c. 50 casual Concert Stewards and Porters when event Duty Managing.Oversees their recruitment and training.Main Duties and ResponsibilitiesEvent Planning and PreparationTo process initial enquiries for use of Conservatoire halls and rooms and to conduct venue show-arounds with interested parties, positively promoting Conservatoire facilities and services to secure bookings.To coordinate the external hire of Conservatoire premises, overseeing the procedures for processing contracts, deposits and conditions of hire, issuing invoices, and maintaining excellent relationships with hirers to ensure that bookings are confirmed and appropriately planned. To chair event progress meetings with the Assistant Concert Managers to identify where paperwork and requirements require chasing, overseeing that information is obtained and providing regular progress reports to The Head of Concerts and Events.To oversee the production of monthly events rotas by the Assistant Concert Managers, ensuring that all piano tuning, staffing, technical requirements and coffee/licensed bar requirements are accurately identified.To calculate accurate breakdowns of hire charges, deposits and ticket monies for all commercial hires and to undertake all post event invoicing, providing accurate records to the Head of Concerts and Events for budget monitoring purposes.Event ManagementTo act as Duty Manager for 25% of Conservatoire events, and therefore assume the responsibilities of the Head of Venues, Concerts and Events, namely:To act as the licence holders representative, and to be responsible for ensuring that all conditions pertaining to the Premises Licence are adhered to.To manage concert stewards at public events and to ensure that they understand the Conservatoire’s emergency evacuation procedure and are ready to act on this should it be required.To be responsible for the management of health and safety legislation in so far as it affects the concert programme, cleanliness of the venue and for the evacuation of the building should this be necessary.To assume the other responsibilities of duty management, namely: To meet and greet external hirers, performers and audiences across all areas of the venue and to be a visible presence within the venue.To ensure that concert stewards and other relevant staff are briefed on requirements and to coordinate the event’s requirements through Building Services department, weekend porters, the halls technician and concert stewards.To manage all venue facilities during an event including box office and coffee/licensed bar.To record any incidents in the duty log and complete all relevant paperwork including the performance report.To ensure that all audience members, hirers and performers have left the building at the end of the event.To accurately collect, record and bank all ticket, refreshment and merchandise monies in connection with internal and external hires, concert, conferences and other events.Operational DeliveryTo be responsible for the day-to-day operation of the Conservatoire’s venues, ensuring that good housekeeping, professional standards and excellent standards of customer service are maintained and keeping the Head of Concerts and Events up to date on all matters. To undertake and oversee liaison with relevant parties in the planning, staging and delivery of events, including staff, students, commercial hirers, piano tuners, technicians and technical companies, Building Services, catering, security and cleaning contractors, to ensure that events are delivered safely, professionally and successfully.To act as the point of contact for events between Conservatoire colleagues or external hirers and Building Services and technical staff, to coordinate requirements including set up, stage plans, platform requirements, and technical, equipment and lighting requirements. To be responsible for all technical aspects of ticketing and sale of events through The Box.To coordinate the completion of risk assessments for all concerts, events and bookings as required. To organise dates and arrangements for annual piano servicing, piano deliveries/moves, and regular tuning work, raising purchase orders and processing invoices and providing information to the Head of Concerts and Events for authorisation and budget monitoring purposes.To process all purchase orders and payments resulting from operational event delivery, providing information to the Head of Concerts and Events for authorisation and budget monitoring purposes.To collate assessment forms and concert programmes for quarterly returns to the Performing Rights Society.People ManagementTo assist with the recruitment of concert stewards and porters and to manage their day-to-day work and conduct, enabling the Head of Concerts and Events to take action where performance issues arise.To deliver box office, coffee/licensed bar, and evacuation chair training for stewards so as to enable them to effectively deliver their roles in these areas. ProgrammingIn liaison with the Head of Concerts and Events, to manage the allocation of space for public major projects to final year students, and to undertake all subsequent liaison with students, providing guidance to help them to deliver a successful and profitable project.To assist Conservatoire staff in submitting proposals for internal concert dates, providing accurate financial information to enable staff to draft budgets and for the feasibility of the concert to be assessed.To work closely with the Programme Coordinator to plan and deliver the operational aspects of Conservatoire festivals and high profile external events taking place at the venue. To administer contracts, take responsibility for arrangements relating to travel and accommodation and to process payments as part of the successful engagement of external artists within the concert programme.External HireTo coordinate the publication and targeted distribution of information and materials to promote Birmingham Conservatoire as a venue for hire, secure new hirers and help to achieve challenging income and booking targets.To collate and provide hire data to the Head of Venues, Concerts and Events to enable performance to be monitored against quarterly targets. To develop a range of hire packages for meetings, conferences, rehearsals and events and utilise these to increase income generated from the hire of Conservatoire facilities.Income GenerationUnder the direction of the Head of Venues, Concerts and Events to implement a range of initiatives to help raise the profile of the Conservatoire, encourage return attendance, generate increased footfall and to augment budgets through additional income streams, namely:To produce packages for event sponsorship, and subsequently promote sponsorship opportunities in target areas, managing relationships with secured event sponsors.To produce packages for audience membership schemes, and subsequently promote packages and manage the delivery of offers with members.To produce offers for season ticket deals, and subsequently promote deals and coordinate take up of the scheme.To develop discounted ticket schemes for friends and family of Conservatoire staff and students, and subsequently promote the scheme internally and coordinate take up of the scheme.Other:To clerk Conservatoire planning meetings, providing accurate minutes and actions points in a prompt and timely manner. To deputise at meetings for the Head of Venues, Concerts and Events as required. To undertake any other duties as required, commensurate with the grading of the post. Planning and OrganisingTailored planning for individual eventsRespond to and manage venue hire enquiries & event requirement requests as and when they are received, dealing with these around regular workload such as rotas and event duty managing.To deliver events immediately within the calendar while undertaking advance planning for rotas and the following terms events and processing requests for dates that can be several months or years ahead.To balance planning around several factors such as internal timetables, booking systems and schedules and according to the suitability of rooms, facilities, volume etc.Decision MakingRequired to take decisions concerning deployment of personnel on a weekly basisRequired to take decisions, often immediately, about H&S, Licensing, venue capacities, facilitates, in line with legal requirement and the conditions of the premises licence.Required to deal with last minute requests from staff and hirers.Need to undertake negotiations with staff and hirers about requests.Need to assess the suitability of venue and facilities for events.Need to assess requests for discounts and reductions.Supervision ReceivedThe post holder works under the supervision of and is line managed by the Head of Venues, Concerts and Events.Supervisory ResponsibilitiesThe post holder is responsible for the management of concert stewards and weekend porters when acting as Duty Manager.The post holder helps to supervise some of the work of the work of the Assistant Concert Managers.ContactsUniversity staff and students, members of the public, performers and external organisations wishing to use the Conservatoire’s facilities.REQUIREMENTS OF POSTHOLDERWork Experience/Formal qualificationsThe post holder should be educated to at least first degree level and have knowledge of a wide range of music.The postholder should have word-processing skills and expertise in databases, booking and event management software and general office administration. Experience of running events in a venue or similar environment is essential as is knowledge of health and safety issues as they relate to a public environment. Some marketing and promotional experience is desirable. Skills, Abilities, Personality, Disposition Excellent organisational ability; Ability to work on own initiative and solve problems; Tact and diplomacy; Very good communication skills and ability to communicate with people of all levels and ages; Awareness of health and safety issues;Experience supervising and motivating a team;Problem-solving and ability to cope with pressurised situations;Attention to detail and a commitment to continual high standards;Knowledge of a wide range of music and a clear understanding of the requirements of all aspects of professional musical and other events;Familiarity with Windows-based packages;Familiarity with computerised room booking and box office systems;Familiarity with the operation of a licensed bar;Awareness of invoicing and ordering processes;Familiarity with the day to day operations of a venue or public building;Sales experience;Awareness of contractual processes;Event Management experience.Other RequirementsThe post holder will be required to work a substantial number of evenings and weekends.As the post holder is responsible for the health and safety of the general public, First Aid training will be provided.Uphold and promote the University’s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity.Special FeaturesN/A ................
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