Production Manager

Title: Production Manager

Reports to: Executive Director

The Production Manager will manage event production, from proposal stage to post-event duties in support of the arts-forward vision and mission of the Art Farm at Serenbe. Assist Executive Director and Facilities Committee with management of facilities development on the Art Farm campus.

Responsibilities include: partnering with producing companies and artists to facilitate events; planning and scheduling; recruiting, training and managing hourly workers; securing event venues, equipment, entertainment, food, supplies, and security; managing ticketing platform; budget forecasting and tracking. Your job is to manage an event from start to finish, ensure it runs smoothly, and also maintain budget parameters set by the Board and Executive Director.

The duties and responsibilities of the Production Manager require the ability to communicate well with patrons, partners and vendors. You are the main communicator between all the different suppliers and stakeholders, to ensure everyone is on the same page. The Production Manager must pay careful attention to detail using information from multiple sources to plan and run a successful event.

DUTIES AND RESPONSIBILITIES:

1. Event Production

• Manage and execute plans for performances, events, and activations as approved by the Board
• Serve as liaison with outside companies (i.e. Terminus, etc.) to stay “on brand” creatively with Art Farm initiatives
• Communicate with all hired artists and book travel, housing, and any other services they may need
• Create and manage all production, artistic, hourly contract employees, and venue contracts
• Develop and refine budgets based on production needs
• Manage and serve as liaison with technical and turnkey productions to ensure they run smoothly
• Locate and manage the hiring of outside vendors, workers, and volunteers
• Create and manage labor plan, and secure workers for all events
• Manage bar and concession set-up and breakdown with hired workers for each event
• Oversee front of house and seating experiential components of events
• Attend board meetings and present program updates if required
• Manage the process for city approvals and permitting of events
• Provide on-site support and management, working with patrons, volunteers, staff, administrators and partners

2. Systems and Process

• Determine benchmarks for success prior to each assigned event, evaluate their effectiveness after the event, and incorporate improvements in future planning
• Maintain master event files and documentation to aid in planning and executing future events
• Create a group of approved production freelancers and vendors for Art Farm to draw from
• Research and recommend multiple bids for each event related cost and work up preliminary budget
• Contract for services from vendors including lighting, A/V, caterers, stylists, equipment rental, photography, heat, seating, tents, toilets, etc.
• Establish standard operating procedures for outside resources (creative, technical, etc.)
• Oversee facility schedules for rehearsals, set-up and breakdown, and pre-event visits for all event programming
• Research, propose and secure possible venues for functions based on budget, suitability, accessibility, aesthetic appeal and availability
• Manage ticketing platform Showclixx and box-office troubleshooting with Marketing Coordinator
• Assist Marketing Coordinator with “know before you go” emails leading up to events, and ensure on time delivery

3. Manage Event Finances

• Develop and manage budgets with Executive Director for events
• Negotiating event contracts with artist partners and other vendor fees
• Verify invoices and arrange for payment of approved event expenses
• Ensure event stays on budget, monitoring financial commitments during lead-up to event and making alternate arrangements if cost overrun appears likely
• Bring events budget to Executive Director monthly for discussion and check-in

Qualifications: The strongest candidates will have experience in planning events of all varieties, particularly for an arts based organization. A bachelor’s degree or higher is preferred. Significant professional event management experience may be substituted for a formal degree. Four to five years of events management experience is required, preferably in a non-profit setting. The ability to interact with executive-level administrators, government officials, donors/prospects, creatives and development staff with an understanding of protocol and confidentiality is required. Ability to work nights and weekends is required.

The Art Farm at Serenbe affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law

Compensation and Benefits: Health Insurance Stipend Provided

Salary Range: $55,000-65,000