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Music Event Manager

Reference: JUN20245026
Expiry date: 2024-06-19 22:59:00.000
Location: London
Salary: £34,000.00 - £37,500.00 Per Annum
Benefits: Complementary tickets to ICA exhibitions, cinema screenings and events as well annual season ticket loan and discount in our bookshop cafe and editions.
Attachments: ICAMusicEventManager.pdf

This is a pivotal role within the ICA. The Music Event Manager will work with a small and busy team and is responsible for the administration, advancing and delivery of the Music programme in conjunction with the Director and Music Programmer, overseen by the Head of Artistic Programme, to deliver the ICA’s artistic programme to an international standard.  

The Music Event Manager will be responsible for managing the advancing, event schedules, contracts, budgets, settlements, artist liaison, merchandise and the staffing of all live Music events, soundchecks and rehearsals. They will communicate the operational needs of these events to all necessary and related internal departments (including Technical, Operations, Comms and others) using agreed operational procedures and systems. They will undertake event duty for allocated shows and projects and associated ancillary activity as required, and will provide the warmest welcome and highest level of customer service to incoming Promoters, Artists and their tour parties.  

 

DUTIES AND RESPONSIBILITIES

Planning and Coordination 

  • Act as the first point of contact for Tour Managers, Agents and Artists, fielding initial production queries and questions about the venue, schedule etc. 

  • Support the Director, Music Programmer and Technical team in developing and maintaining excellent working relationships and clear communication channels with artists, partners, promoters, producers and other ICA departments.  

  • Be responsible for coordinating and communicating all pre-production and delivery requirements with in-house departments including Finance, Operations and Visitor Services, Technical, Marketing and Communications. Including, but not limited to, FOH staffing requirements, Technician requirements, Security and Cleaners. 

  • Work with the Technical Manager on technical and staging requirements of each event to ensure that rider specifics can be achieved within agreed budgetary parameters. Meet regularly with Technical Manager to ensure good channels of comms with tech team. 

  • Undertake planning and administration for own promotions, including booking hotels and travel in liaison with the artists and providing necessary transport as per contractual agreement. 

  • Complete Certificates of Sponsorship or Letters of Invitation for all non-EEA artists (as required) and supply info to artists who wish to apply for FEU tax exemptions/reductions as necessary. 

  • Order riders and booking event catering within agreed budgets, as required. 

  • In the instance the event is live streamed, ensure that we secure the relevant rights for broadcast.  

  • Liaise with programmers, promoters and internal departments to make the necessary arrangements for performance by high profile artists. 

  • Create Function Sheets, used to brief other internal teams, for every event. 

  • Coordinate and communicate event timings with the ICA Bar team, including requests for late closes and early opening. 

Contracts and Budgets 

  • Issue approved and signed off contracts from the Music Programmer based on deal memos agreed and provided by the Music Programmer and ensure that these are confirmed, communicated, and understood by relevant parties before events are put on sale. 

  • Work closely with the Music Programmer to track budgets (which will be initially set by the Music Programmer) and report final figures after each event. 

  • Annual reporting of ticket income to PRS 

  • Reconcile budgets, manage post-concert settlements and ensure invoices are paid following all live events, feeding final budget figures back to the Music Programmer. 

Ticket On-Sale Process  

  • Monitor box office sales during pre-production and provide final settlements to the Music Programmer and external promoters as required. 

  • Provide information and communicate arrangements for the sale of merchandise, programmes and any other ancillary commercial activity in conjunction with the Bookshop Manager. 

Event Delivery 

  • Attend and manage on-the-day event delivery for approximately 2 shows a week (a rough estimate, although may increase or decrease at different times of the year). 

  • Work with the Executive Producer to produce monthly rotas for Event Supervisors to cover attendance of live events. 

  • When allocated and agreed with the Music Programmer, to attend and oversee rehearsals, soundchecks and performances in the ICA Theatre, acting as the first point of contact on behalf of the ICA.

  • Any other appropriate duties as required by the Director and Head of Artistic Programmes. This may include occasional event management of dance and live performance projects.  

 

Please see linked job description above for full details about the role, including person specification.