Post: Event Manager Department: Artistic Programming Reports To: Head of Event Management

Southbank Centre is the UKs largest arts centre, occupying a 21-acre site that sits in the midst of Londons most vibrant cultural quarter on the South Bank of the Thames. The site has an extraordinary creative and architectural history stretching back to the 1951 Festival of Britain. Southbank Centre is home to the Royal Festival Hall, Queen Elizabeth Hall, Purcell Room and the Hayward Gallery as well as The Saison Poetry Library and the Arts Council Collection. Southbank Centres Arts Programming department is responsible for selecting and realising an eclectic and inspiring programme across a range of art forms. The Event Manager will primarily work with a specific art form team on the delivery of events in either classical music, contemporary music, literature and spoken word, or performance and dance. The postholder will also be required to work flexibly across art-forms as required by the festival programme.

Classical Music Southbank Centres classical music programme is vibrant and diverse, encompassing concerts from worldfamous orchestras, chamber ensembles and artists; commissions; projects with contemporary composers, and work blending classical music with other art forms, non-professional participants and partners. We have a diverse and distinguished roster of Resident Orchestras (London Philharmonic Orchestra, Philharmonia Orchestra, London Sinfonietta and Orchestra of the Age of Enlightenment). The Residents alone present more than 140 concerts at Southbank Centre each season, enhanced by an increasing number of education and community programmes, study days and special events.

Contemporary Music Southbank Centres contemporary music programme is vibrant and diverse, encompassing gigs and events from jazz and blues to rock and pop, world, folk and electronic music as well as festivals such as Meltdown.

Literature and Spoken Word The Literature and Spoken Word programme is at the centre of Southbank Centres artistic work, and encompasses live events and workshops covering literature, poetry, spoken word, political and cultural debate and text based, site-specific performances. Working with other art-forms internally and a variety of external partners, we offer a year-round programme of over 200 events, including the London Literature Festival, Poetry International,and the Imagine Childrens Festival.

Performance and Dance The Performance & Dance team delivers distinct programmes of work with a strong identity, working with partners such as Dance Umbrella and London International Mime Festival, developing strands of work that provide opportunities for the development of artists, and working alongside other artforms at Southbank Centre in the creation of new opportunities for the development and presentation of innovative performance, theatrical and dance work.

Event Manager Generic (November 2012)

Objectives: Co-ordinate the advancement and delivery of a diverse and dynamic artistic schedule for all assigned concerts and events in conjunction with the Head of Event Management, the Producers, the Senior Manager Artistic Partnerships, the Artistic Rentals Manager, and the Programming team to deliver the Southbank Centres artistic programme to the highest international standard. Manage event onsales, schedules, contracts, budgets, payments, travel, hotels, internal transport, riders, instrument hires, certificates of sponsorship, visas, FEU, artist liaison, merchandise, security, recordings and the scheduling of all event associated rehearsals, receptions, get-ins/outs and concerts. Communicate the operational needs of assigned events to all necessary and related internal departments through the effective administration of Artifax, Southbank Centres venue management system, and agreed operational procedures. Undertake event duty for allocated shows and projects and associated ancillary activity as required by the Head of Event Management and Producers. Be committed to providing the warmest welcome and highest level of customer service.

Main Responsibilities: These responsibilities are for allocated events and always in collaboration with colleagues in other relevant SC departments. Planning Co-ordination Deliver allocated events in association with the Head of Event Management, Producers, Senior Manager Artistic Partnerships, originating Programmer and/or Artistic Rentals Manager, undertaking detailed logistical planning and administration as necessary. Support the Head of Event Management, Senior Manager Artistic Partnerships, Rentals Manager and art form programming team in developing and maintaining excellent working relationships and clear communication channels with Resident Orchestras, artists, partners, promoters, producers and SC departments in order to ensure repeat business. With the Head of Event Management be responsible for communicating details of events and projects to all relevant departments, and coordinating pre-production with in-house departments including Finance, IST, Security, Health & Safety, Visitor Services, Production, Commercial, Development, Marketing, Communications, Ticketing Services and Facilities. Work with the Production Managers on the technical and staging requirements of each event to ensure that rider specifics can be achieved within agreed budgetary parameters. Be responsible for ensuring that the details of each event are entered onto Artifax in accordance with internally agreed processes and Operating Statements to enable planning and delivery by all SC departments. Continually monitor and review event details for assigned events to ensure that amendments are correctly recorded and published on Artifax in accordance with SC operating processes. Communicate event changes to operational departments where necessary.

Event Manager Generic (November 2012)

Undertake planning and administration for events, including booking hotels and travel in liaison with the artists and providing necessary transport as per contractual agreement, completing Certificates of Sponsorship for all non-EEA artists and apply for FEU tax exemptions/reductions as necessary, booking event catering within agreed budgets . Co-ordinate agreed event TV, radio and recording requests in conjunction with the Head of Event Management and the assigned Production Manager. Co-ordinate relevant facility fees and requests for the issuing of contracts and agreements where necessary and relevant in conjunction with the Head of Digital Engagement. Support the Head of Event Management and Artistic Rentals Manager in maintaining an up-to-date Promoter Guide. Be responsible for the correct protocol for Royal visits and visits by other VIPs to allocated events. Liaise with Resident Orchestras, programmers, promoters and internal departments to make the necessary arrangements for performance by high profile artists.

Contracts and Budgets Prepare and issue contracts for all allocated projects and events in conjunction with the Head of Event Management and ensure that these are confirmed, communicated, and understood by relevant parties before events are put on sale. Work with Programmers to provide information for realistic event costings to achieve artistic aspirations. Maintain updated event budgets and monitor expenditure and income for events and projects, raising fluctuations, problems and queries in a timely fashion with Programmers and Head of Event Management. Support Promoters through the timely provision of detailed costings for planned events to include estimates for additional services required by the client from internal departments. Reconcile budgets after allocated events and projects, completing event charge sheets in line with SC processes, and working closely with colleagues to deal with any issues arising and manage post-concert settlements in a timely manner. Place, process and manage purchase orders and invoices as appropriate in line with SCs financial processes.

Ticket OnSale Process , Sales Overview and Ancillary Sales Communicate and co-ordinate SC processes with promoters to establish ticket pricing, seat holds, copy, and initiate the setup of events in Artifax for onsale, liaising with Event Assistants as appropriate in conjunction with the Head of Event Management. Establish onsale dates in conjunction with promoters and SC Marketing department and other internal departments. Confirm sales details for all allocated projects once events are live.

Support the onsale process for all allocated own-promotion events once budgets have been authorised and targets agreed with Marketing.

Event Manager Generic (November 2012)

Support all Marketing onsale deadlines ensuring ticket pricing structures have been approved and tested including holds, comps and staff ticket details. Monitor box office sales during pre-production and communicate all branding requests. Provide information and communicate arrangements for the sale of merchandise, programmes and any other ancillary commercial activity in conjunction with the Head of Event Management. Confirm sales details for all allocated projects once events are live.

Safety, Security and Compliance Manage the Event Safety File, ensuring that Risk Assessments for all events, are provided by artists, promoters and colleagues as appropriate and are accessible as per SC processes. Work closely with colleagues to ensure event planning and delivery runs in accordance with statutory requirements and SCs health and safety policies. Undertake risk assessments for private events, workshops, work placements and any non-auditoria events and provide event information to internal colleagues for risk assessments in other areas. Obtain and provide information necessary to complete the Event Security Profile and follow through on the delivery of the requirements. Provide information required for the delivery of SC Safeguarding Policy.

Event Delivery Ensure that spaces are prepared and presented in accordance with the information provided on Artifax, so that the organisation meets the needs and expectations of artists and performers. Ensure pre- and post- performance receptions and events (sponsors, promoters, artists etc) are planned and managed efficiently. When allocated and agreed with Head of Event Management, attend and oversee rehearsals, get-ins/outs and events at SC venues: to ensure that artists, promoters/management, and partners feel welcomed and supported; to work closely with colleagues to problem solve and address any queries which may arise; with the aim of maximising the artist, promoter and visitor experience at all times. Any other appropriate duties as required by the Head of Event Management, the Producers or the Director of Arts Administration.

Event Manager Generic (November 2012)

Person Specification Post: Event Manager Department: Artistic Programming Reports To: Head of Event Management Skills and experience required: Essential Demonstrable experience of coordinating live arts events to the highest standards. Excellent interpersonal skills and the ability to liaise with internal and external stakeholders at all levels. Interest in and knowledge of a specific art-form, and a general knowledge of the performing arts Positive, flexible and proactive approach to work . Able to work constructively in a team as well as independently on own initiative. Experience of managing event budgets. Outstanding administration and project management skills with precise attention to detail. Excellent time management skills and proven ability to work to and meet deadlines. Persuasion skills, including enabling others to meet deadlines. Commitment to working hours as required to deliver events to a high standard. Demonstrable experience of remaining calm under pressure. Solutions-focussed, with a can-do attitude to resolving issues as they arise. Excellent IT skills and experience of working with databases. Broad knowledge and understanding of the arts sector.

Desirable Experience of working in event management across the performing art forms. Experience of working with high profile musicians, orchestras, dancers, writers, actors and artists. Experience of working on cross-arts festivals in an event delivery capacity. Knowledge of Artifax and Tessitura systems or other venue management and ticketing systems.
Event Manager Generic (November 2012)