THE ROLE

Insomniac Events is seeking a highly motivated and proactive Entertainment Project Manager to join our Entertainment team.  We are seeking an Entertainment Project Manager to support the functions of Insomniac’s entertainment department. This position reports to the Entertainment Director. This is not a remote position and will be required in office and on-site various event locations.

RESPONSIBILITIES

• Implement all departmental and event protocols set by the Entertainment Director
• Receive incoming emails, phone calls & correspondence on behalf of the Director as necessary
• Follow budget directives and ensure that they are kept on track
• Review and submit final show budgets as requested
• Set and attend meetings on behalf of the department or Director as needed
• Process expense reports, Amex reports and petty cash tracking as necessary
• Advance travel, visas and accommodation needs for Director, staff and performers at each event
• Complete department site operations, production, credentials, and warehouse advancing for shows
• Partner with HR to maintain roster, timesheets, discretionary lists & new hire paperwork at all shows
• Manage payroll for Entertainment Dept staff including Performers, Production Assistants, Glamour team & vendors
• Liaison with HR and Accounting to ensure all onboarding is accurately turned in, in a timely manner
• Prepare and organize vendor agreements, creative releases, payment schedules and business forms for the personnel, performers, vendors, machinery, props, and any other items approved by the Entertainment Director
• Secure and oversee bids from vendors and artists as needed
• Supervise completion of the production reports, including production status or notes and distribute the report to proper channels daily
• Department representative for local authorities to secure any legal or safety permits as needed by event staff and performers, to certify compliance with local ordinances
• Obtain additional insurance requirements for specialty performers that may be required
• Staff, manage and schedule Entertainment Dept Production Assistants for show days
• Support sourcing experience staff such as performers, glamour team or management when requested
• Manage all aspects of Entertainment Department for shows when Entertainment Director is not present
• Partner with the other Insomniac departments to successfully execute experience requests for events
• Manage all Entertainment Department assets used by other departments
• Liaise with the other Insomniac departments to ensure the functionality and safety of stages and installations for entertainment
• Oversee and assist in the setup and breakdown of the Entertainment Department at all festivals including site, back of house and wardrobe
• Facilitate and assist load in and set up for Entertainment vendors at events
• Ensure that a clean, safe, and secure work area is maintained at shows
• Manage on site dressing room and check in staff, while monitoring breaks and assisting with others as necessary
• Keep Performers and staff on schedule set by the Entertainment Director at shows
• Support management of departmental warehouse spaces and assets stored there
• Responsible for inventory management such as receiving, put away, packing, shipping, and trucking
• Ensure proper storage, maintenance, and cleaning of department assets such as costumes, props, and equipment
• Implement systems to manage and prevent inventory loss or damaged
• Implement systems to help execute warehouse inventory efficiency
• Manage the performer and inventory Airtable database
• Assist in the sourcing of new assets and vendors for the department
• Recruit, hire, train and develop operational support team members
• Frequent travel will be required (economy)
QUALIFICATIONS

• 5+ years of event coordinating/planning and execution
• Proficiency in spreadsheets
• Ability to effectively manage groups of staff
• Must be motivated with an “Everything is possible” attitude
• Must be an active problem solver, instilled with a sense of urgency for projects large and small
• Must be able to stand for four hours at a time and walk long distances.
• Must be able to lift 20 pounds.