Event Booking Manager

SUMMARY: Under the direction of the Community Recreation and Events Director and Deputy Director, the Booking Manager is responsible for the programming/booking of all City of Cheyenne event venues, including but not limited to Depot Plaza, Civic Center, and Ice & Events Center. This position will cultivate relationships both locally, regionally, and nationally as well as will negotiate and execute contractual agreements between agents, artists, local community groups, and third-party promoters. The City of Cheyenne presenting series hosts approximately 85 events annually, with a diverse mixture of concerts, comedy, family shows, Broadway tours, and film programs.

SUPERVISORY RESPONSIBILITIES: Receives direction from the Community Recreation and Events Director and Deputy Director. Exercises direct supervision of subordinate part-time employees and volunteers.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive.

· Utilize industry and other pertinent contacts to research, negotiate, make offer to, and secure national touring acts, film festivals, rental contracts, and other productions for a diverse regional community audience.

· Negotiates details of engagements, including but not limited to; booking available dates, budget, travel and lodging accommodations or buy-outs, technical and hospitality riders, production settlements, and money transfers.

· Prepares and presents detailed budgets with recommendations on ticket price scaling, target income, and expenses for each event.

· Maintain open communication with all staff involved in the event planning process, seeking mutually agreeable solutions to problems. Work cross-functionally with other venue staff.

· Assist with identifying and presenting the City of Cheyenne Community Recreation and Events venues as a rental option to the community and third-party promoters.

· Create and submit to the department director and pertinent staff expense and revenue reports for final settlements with production stakeholders for every event.

· Assist in all aspects of planning and closeout process with emphasis on operations and logistics. Must be able to coordinate a large flow of various communications (database, correspondence, production schedules, sales, etc.)

· Daily duties may include checking program voicemails and e-mails and responding appropriately, following up with sales calls, managing and organizing files for various uses of the event venues and surrounding grounds.

· Respond to requests for information; meet with potential clients, making them aware of the advantages of the City of Cheyenne venues as event sites.

· Ensure excellent customer service and quality product delivery by being present at most events.

· Strategically schedule and monitor the part time and volunteer staff.

EDUCATION AND EXPERIENCE: Multiyear demonstrated experience in one or more of the following: special events, sales, arts management, and/or business management. Experience or familiarity with performing arts, museum, or cultural facility operations. Knowledge of booking and workings of the entertainment industry. Principles of volunteer management. Computer skills, including experience in Microsoft office software suite and industry-standard software. Must have experience in learning software programs rapidly. Basic understanding of pertinent Federal, State, and local laws, codes, and regulations.

EDUCATION: Bachelor’s degree from an accredited college or university preferred but not required. Course work in theater management, event planning, and/or public relations is preferred but not required.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing. The employee is also required to maintain physical condition necessary for operating office equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time.

WORKING ENVIRONMENT: This position often requires evening and weekend work for successful execution of some events. Flexible scheduling is permitted with approval. Year-round indoor and outdoor environment; irregular hours; and inclement weather. Must be able to lift and carry at least 30 lbs.