Production Coordinator for Events - Krannert Center for the Performing Arts

Duties Responsibilities Planning and Implementation of KCPA Events: • Coordinate with KCPA staff in Events, Operations, Production, Front of House, Marketing and Programming to ensure the success of KCPA events. • Manage daily information flow and communications, assign tasks and/or allocate resources, collaborate with Events/Production staff to coordinate and schedule extra-help/stagehands/student workers for specific projects. • Work collaboratively with KCPA Production Staff to ensure all requirements of the tech rider are met and any discrepancies are resolved. • Regularly review schedule, equipment and staffing needs with appropriate staff and communicate changes in a timely manner. • Manage event budgets for assigned shows, ensuring costs do not exceed allocated resources. Review funding discrepancies or requests for additional allocations with the Events Director. • Create stage diagrams, room set-up charts or other space-related drawings and coordinate with artists/clients and KCPA staff. • Attend assigned events, oversee student workers on the day of the event, coordinate technical/logistical/front-of-house needs and solve day-of-event issues as they arise to ensure a smooth performance or event. • Ensure events are closed out efficiently by reconciling receipts and submitting through university systems, approving payroll or providing approved schedules for supervisor to approve payroll, and completing all close-out activities. Artist Relations Logistics: • Advance shows with artist/event representatives, coordinate production requirements with various KCPA departments, arrange for local housing/transportation, and coordinate artist hospitality ensuring all guest interactions represent and reflect the Krannert Center “culture of welcome.” • Acting as the primary liaison with the external group/client/artist to plan their KCPA residency including creating and negotiating itineraries and schedules, reviewing and executing contract provisions, coordinating review of the technical rider, and handling sensitive information. • Make hotel reservations, communicate room lists and other logistics, and reconcile hotel receipts. • Drive university vehicles to safely transport artists, management, and/or equipment between venues and locations. Administration: • Collaborate with Building Operations to schedule attendant work and to track and maintain equipment required for the successful implementation of KCPA events. • Maintain event records and update events database as needed. • As assigned by the Events Director, create and maintain workflow checklists, pre- and post-show checklists, inventory checklists and other documentation necessary to effectively and efficiently manage the Events department • As assigned by the Events Director, support season planning activities by making housing and transportation estimates, reviewing calendars and schedules, and participating in planning meetings. Training and Communication: • Oversee training of student Production Assistants and maintain training materials and show-run paperwork • Assist in student and extra help staff recruitment campaigns on behalf of the KCPA Events department