Job Description
Job Description
Job Description
Company Overview
The Denver Center for the Performing Arts (DCPA) is one of the largest non-profit theatre organizations in the nation, presenting Broadway tours and producing theatre, cabaret, musicals, and innovative, immersive experiences. Through these experiences and alongside our robust Education program, we engage hundreds of thousands of visitors each year.
The DCPA’s workforce includes more than 300 employed team members in non-union and union positions (in partnership with seven unions). In addition, we employ hundreds of artists and contractors annually. We have a strong volunteer program which includes more than 300 volunteers.
Our Mission: “We engage and inspire through the transformative power of live theatre.”
Culture Statement
For more than 40 years, creativity and community have been the foundation of the Denver Center for the Performing Arts’ success. As a leading cultural organization in the Rocky Mountain West, we are actively participating in a cultural evolution of belonging and anti-racism. Our commitment to reflect the diversity and priorities of our community — in our workplace, audience and programming — has never been more present.
We believe that the theater can transform us — and be transformed by us. We invite you to be part of our Team.
Job Purpose
The Event Manager reports to the Manager of Event Operations – Event Services and is responsible for all aspects of event planning for at least 60, and up to 80 annual events including event conceptualization to day-of floor management of staff and vendors. The Event Manager plans, designs, staffs and organizes logistical and technical details for both external and internal clients at the Denver Center for the Performing Arts in a multitude of venue settings.
Primary Responsibilities:
Event Production
- Providing stage management, technical, and audio-visual support for both small- and large-scale events as assigned.
- Extensive knowledge of production and audiovisual terminology as it applies to staging, sound needs, lighting, video, rigging, screen ratios and ADA requirements.
- Lead on event timeline and guides clients on best practices for creating event specific show-flows and scripts.
- Ensure the timely delivery of event media, scripts and show flow information – reviewing client provided media content to ensure it runs appropriately. Coordinate sound systems check, and full rehearsals as needed.
- Production/Floor Manager during events, serving as a manager of front of house and back of house, as well as direct liaison from client to technical staff in booth.
- Ensure presenters are briefed and prepared to provide effective presentations, including sound systems check and full rehearsals when needed.
- Ability to stage manage the production portion of an event “show” by calling stage cues and ensuring all technical and production staff are directed from the same timeline and script.
- Effectively manage issues as live events progress in real time, prioritizing event needs while providing creative solutions.
- Patience and the ability to remain calm in stressful situations.
- In the event of a crisis, emergency or fire alarm, the Event Manager serves as Crisis Team Leader for any event space within the Helen Bonfils Theatre Complex and may evacuate the event space as needed.
Operations/Logistics
- Scheduling client event planning meetings that are inclusive of vendor partners and review event design, expected timeline, logistics and client deadlines.
- Create, prioritize, and maintain Banquet Event Orders (BEOs) that include the event timeline, CAD drawings/floorplans, estimated labor hours, décor, lighting, and production/audiovisual needs. These details are shared and reviewed by clients.
- BEOs, timelines and event estimates are created through Ungerboeck, event management software.
- Floorplans created through Vectorworks CAD program.
- Providing supportive information for staff and vendor scheduling.
- Confirm contracted hours for Coat Check, Security and Firefighter needs.
- Collaborate with Logistics Manager on event load-in/ load-out for vendors and scheduling event set-up/strike.
- Collaborate with Technical Manager on technical staff needs.
- Liaison to Engineering (HVAC), Maintenance, House Management and AITSE labor as needed.
- As the staff/vendor liaison and primary client contact – excellent listening and communication skills are a must. The development of respectful, stable, and trusting relationships with clients, planners and inner-departmental teams is essential.
- Ability to guide, influence and motivate event support teams.
- Identify all aspects of event risk assessment and crisis management planning strategies.
- Conscientious of DCPA operational practices & procedures to protect DCPA facilities, assets and equipment.
- Plan in consideration of efficient event strike and cleaning in anticipation for future events.
- Attend weekly event production meetings to review all event details for upcoming events and recap past week’s events.
- Post-event responsibilities:
- Provide event evaluation, budget recaps and client feedback.
- Execute all necessary follow-up with sub-contractors, vendor partners and clients.
- Completion and distribution of post-event reports, photos and financial reports in a timely manner.
Administrative
- Assist event sales with pending contractual deadlines that include signed agreements, requests for payment, tax, and proof of insurance documentation. Communication with clients with past-due deadlines as needed.
- Establish and maintain accurate client data base in Ungerboeck, event management software.
- Creative consulting and budgeting for internal events driven by DCPA Marketing, Development and Group Sales Departments.
- Assist to manage and train event coordinators and interns, growing their knowledge of the event industry, vendor relations and logistical planning.
- Assist with calendar management in Ungerboeck and shared communications with other resident partners in the Performing Arts Complex.
- Additional Event Operations and Sales assistance as assigned.
- Strong computer skills, with advanced knowledge of Microsoft Office, including Excel, Word, PowerPoint and Outlook.
- Experience on Ungerboeck and VectorWorks helpful.
Secondary Responsibilities:
Relationship Management & Sales
- Foster and build strong client relationships with internal and external stakeholders to develop business, while seeking out diverse new clients for future events.
- Proven ability to collaborate in a team setting, to develop effective and engaging events that achieve client goals within set budget.
- Work closely with event logistics, technical team, vendor partners and client committees to effectively design events to target audiences and obtain accurate events specifications.
- Assist with communication to contracted vendor and subcontractors to ensure highest quality of service and successful scheduling.
- To create brand awareness and drive sales through social marketing and association networking.
Qualifications:
- A minimum of two years of experience in events or related field is required, plus;
- Undergraduate degree in event, business or related field or equivalent experience or 7+ years of event management experience.
- We seek dynamic, motivated individuals with excellent communication (written, verbal and platform) and interpersonal skills.
- Exceptional customer service.
- Professional appearance and personable demeanor are required.
- An emphasis on accuracy and thoroughness with business acumen; supported by skills in critical thinking and a proactive approach to problem solving.
- An ability to work a flexible schedule is needed, including nights and weekends. This position requires self-motivation, organization and strong project management skills. As the Event Manager you will be responsible for overall event operations, production logistics, event-day needs, staffing, and vendor coordination.
Supervisor Responsibilities
None
Working Conditions
This position operates in a professional office and events/ballroom environment during regular business hours in addition to nights and weekends. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, in addition to technology specific to this role. The possibility of operating in a remote environment on certain days may be an option.
Physical Requirements
While performing the duties of this job, the employee is regularly required to talk or hear, and consistently communicate over the phone, email and in person throughout scheduled shift, in addition to spending long/extended periods in motion. The employee frequently is required to move around the office and work environment, use hands to handle or feel; and reach with hands and arms, lift at least 50 pounds, and react quickly, specifically when directing attendees as mapped out in emergency plan.
Benefits
Full time positions include the following benefits:
Medical, Dental, Vision, Disability, Flexible Spending Accounts, Life Insurance and Pet Insurance
401k Plan with employer contributions
Time off benefits including personal days, sick days, vacation days and 10 paid holidays.
Some work from home options are available.
In order to provide high quality, culturally competent care to our patrons, students, guests and team members, it is of highest importance that our hiring practices reflect our values by offering an environment that celebrates diversity and embraces inclusion. All of our team members – regardless of race, ethnicity, sexual orientation, gender identity, age, language, abilities/disabilities, socioeconomic status, geographic region, or other defining characteristics – should feel welcome and valued.
Job Tags
Holiday work, Full time, Contract work, For contractors, For subcontractor, Work at office, Field, Flexible hours, Shift work, Night shift,