Job Description:
We are seeking an organized, passionate and reliable arts administrator for the Programming Manager role. The Programming Manager is a part time position responsible for managing the Arts Presenting side of Grindstone Theatre. This includes coordinating contracts with independent artists/producers, coordinating marketing and promotion for Arts Presenting, managing a budget and organizing the performance schedule for one of Edmonton’s busiest venues.
Responsibilities
Bookings and Programming:
Managing contracts with returning and new show producers and artists
Responding to ‘show building form’ submissions and email requests
Send welcome packages and collect relevant images, write ups, and tech needs for every show.
Respond to and accommodate producer requests in a timely manner
Coordinating show scheduling on Google Calendar, Programming spreadsheets, Ticketing sites (Showpass), Chalkboard calendar and website Calendar
Manage deadlines for getting show tickets on sale for specific projects and shows (ideal 3 month lead time minimum 4 weeks)
Communication and updates with artists/producers including updating producers on ticket sales and encouraging additional sales and marketing
Liaising between Producers, the venue and any venue staff
Maintaining positive rapport with producers and artists
Reviewing and approving weekly payout report spreadsheets for show Producers and work with the Finance Manager on reconciliations.
Report to the Artistic/Executive Director, Finance Manager and Operations Manager
Work with the bookings team to ensure clients are booked into the appropriate space
Develop KPI’s for the comedy theatre and work with the Artistic Director/Executive Director to develop outreach to bring in new bookings (late night and productions).
Work and communicate with the Bistro Manager regarding events, programming and bookings.
Financial Management:
Develop and manage venue budgets, tracking revenue and expenses, and preparing financial reports for management and stakeholders.
Monitor ticket sales, rental revenue, and other sources of income, identifying opportunities to maximize revenue and minimize expenses.
Coordinate with the Artistic/Executive Director, Operations Manager and Finance and HR Manager to ensure compliance with financial policies and procedures.
Marketing:
Oversee the marketing and promotion of the rental of the Comedy Theatre spaces
Oversee the venue marketing of programming happening in the venue eg: What’s on this week posts, email lists, posting events to event calendars
Coordinating the marketing that falls under Grindstone Arts Presenting – This includes website updates (WIX), social media, and print materials with Marketing Coordinator
Handle PR needs associated with the venue
Fringe Venues Coordination
Manage the Grindstone BYOV’s as part of The Edmonton International Fringe Theatre Festival – (Currently 5 venues)
Use the same processes of soliciting applications from renters
Manage venue rental contracts with external venues (ex. Luther Center, Mile Zero Dance, etc)
Create a google form to collect applicant information once dates are announced for the festival
Ensure the application is marketed across Grindstone channels and Theatre networks
Update the website with Fringe BYOV deadlines and relevant venue information
Select shows for each venue and send offers, contracts and invoices. Have the shows approved by the AD.
Liaise with Fringe proper on the amount of venues running and shows accepted
Create show schedules for each venue.
Ensure the schedule works with the Artists and submit the final show schedule to Fringe Proper, then upload all show times into Eventotron
Work with FOH Management to ensure that Technicians and FOH Managers are scheduled for the duration of the festival
Be present during Fringe and find coverage or cover any staff shifts if necessary
Work with the Festival TD to collect all technical needs from BYOV Producers
Work with the Festival TD to ensure all venues are properly outfitted with lighting/sound equipment, chairs, signage etc.
Work with the Festival TD to ensure all City of Edmonton checklist requirements needed for Road closure are completed, monitor the BYOV build budget and reconcile expenses with the TD, approve the set up/strike schedule proposed by the TD
Work with Fundraising Coordinator to manage venue sponsorship for the festival
Work with Marketing Coordinator to create site signage (show schedule boards) and directional signage
About the Role
Grindstone Theatre is currently in a period of exciting transition, and we’re looking for a team player who will work closely with the Artistic Director, Operations Manager, and Bookings Team to continue developing and enhancing our bookings process.
Please note: this position will include a review after three (3) months to assess performance and determine the ongoing hours and scope of the role moving forward.
Qualifications:
– Bachelor’s degree in Arts Administration, Business Management, or related field (preferred).
– Minimum of 3 years of experience in venue management, arts administration, box office and ticketing, event planning, or related field, with a demonstrated track record of success in managing theatre operations and bookings.
– Strong leadership and management skills, with the ability to effectively lead and motivate a small team of staff and volunteers.
– Excellent communication and interpersonal skills, with the ability to build positive relationships with clients, colleagues, and stakeholders.
– Proficiency in budgeting, financial management, and reporting, with the ability to analyze financial data and make data-driven decisions.
– Knowledge of marketing principles and strategies, with experience developing and implementing marketing campaigns to promote events and drive ticket sales.
– Familiarity with ticketing systems, event management software, and other tools used in theatre operations (preferred).
– Commitment to the mission and values of Grindstone Theatre Society and a passion for supporting the arts and cultural community.