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

Systems and Processes

• 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

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

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