Programming Coordinator (RAH Presents - Auditorium)

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Position:
Programming Coordinator (RAH Presents - Auditorium)
Employer:
Royal Albert Hall
Category:
Music
Location:
UK - London
Salary:
£25,000 per annum
Date Posted:
Jun 16th 2021
Royal Albert Hall

For nearly 150 years we have been fulfilling our vision of inspiring artists and audiences
worldwide with the magic of the iconic Royal Albert Hall; creating life-enriching, unforgettable
experiences for everyone. Hosting 390 events a year in the main auditorium and more than
800 in other smaller spaces, the Royal Albert Hall stands true to its original purpose of
promoting the Arts and Sciences. As a charity, the Hall is dedicated to maintaining the Grade
I listed building and giving access to all.

OUR VISION AND VALUES

Our vision is to inspire artists and audiences worldwide with the magic of the iconic Royal
Albert Hall, creating life-enriching, unforgettable experiences for everyone. The Royal Albert
Hall is more than just a building. Together we are…

One team

Encouraging and harnessing each other’s talents, valuing our differences, supporting one
another and celebrating our achievements together

Passionate

Dedicated, creative, embracing new ideas, always seeking a better way; because together
we are writing the story of the Royal Albert Hall

Open to all

Welcoming, warm, always professional; committed to providing as many people as possible
with unforgettable experiences

THE ROLE

- Work with the Programming Manager and senior colleagues to help deliver the Royal
 Albert Hall’s self-promoted programming strategy in the auditorium;

- Support the Programming Manager in producing, developing and delivering events
 from concept to performance;

- Work with the Programming Manager to develop and sustain key external relationships
 with excellent communication and demonstrating knowledge of their work at the Hall
 and elsewhere as well as working with new partners and engaging new artists and
 audiences;

- Demonstrate a first-class service to artists, managers, agents, orchestras, promoters
 and other third parties through excellent communication and administrative skills; and

- Act as an ambassador for the Royal Albert Hall and the Programming team.

DUTIES AND RESPONSIBILITIES

- Update and manage Artifax database, make calendar reservations into the system at
 the earliest opportunity and keep contacts updated at all times;

- Co-ordinate the administrative processes for self-promoted events including contracts
 (in conjunction with the Contracts Manager), artist and third party fees, invoicing and
 engaging freelance creative and production personnel as required;

- Support the Programming Manager in the advanced planning and producing of events

- Liaise with internal and external parties to co-ordinate the running of events as agreed
 with the Programming Manager which will involve working backstage alongside the Event Manager and their team and which may include working evenings and/or weekends;

- Coordinate schedules for productions and performances, working with internal and external parties;

- Arrange and attend internal and external meetings and/or conference calls, minute
 taking as required, regularly briefing and sharing information afterwards with the rest
 of the team

- Act as artist liaison, working backstage with talent and artist management as required

- Assess the viability of promoting events under the instruction of the Programming
 Manager, evaluating if the event is suitable artistically, financially and logistically whilst
 also liaising with relevant departments on marketing, ticketing, production,
 merchandise, hospitality, partnerships and education and outreach projects;

- Draw up budgets for main auditorium events using existing templates and negotiate
 fees with third parties as advised by the Programming Manager;

- Assist the Programming Manager in the development of the RAH’s aims to create and
 tour concert performances;

- Provide regular financial updates and reports on the financial risk and position of main
 auditorium events to senior colleagues on request, and collate final actual budget
 figures immediately following all events; 

- Always look to improve the Hall’s programme and contribute to new initiatives in the
 context of the Programming Department’s business plan and artistic strategy, as well
 as seek to optimise the Hall’s sources of income at every available opportunity;

- Draw up ticketing manifests for events and manage ticketing holds across them,
 specifically with regard to complimentary tickets and production holds;

- Assist with the creation and collation of event programmes where required, liaising with
 all relevant internal and external parties in a timely manner to meet agreed copy deadlines;

- Proactively offer the highest level of customer service to all partners, both internally
 and externally, to ensure the department and Hall’s reputations are perceived
 positively and enhanced wherever possible;

- Keep abreast of the music and events industry, updating the wider team where
 relevant and attend various industry-related networking events, conferences and
 festivals as and when required; and

- Carry out any other duties as may reasonably be required by the Programming
 Manager and/or senior colleagues.

PERSON SPECIFICATION

Qualifications

Essential:

- GCSE or equivalent in Maths and English

Desirable:

- A degree or equivalent relevant experience in the arts; and

Experience

Essential:

- Experience of activities that require excellent communication and coordination skills in
 a wide range of areas;

- Experience of organising live events;

- Administrative experience;

- Proven track record of working with orchestras / promoters / artists / agents; and

- Experience of administering and negotiating contracts and knowledge of basic format
 and contractual processes.

Skills

Essential:

- Strong literacy and numeracy skills;

- Computer literacy on Word, Excel and Outlook and knowledge of IT systems (event
 management systems);

- Excellent administrative and organisational skills with flawless attention to detail;

- Excellent time management skills with the ability to multi-task and work under pressure;

- Self-motivated, proactive, confident and has the initiative to carry out duties
 independently with minimum supervision;

- Excellent communication and negotiation skills;

- Demonstrates an enthusiastic and flexible approach to their work; and

- Excellent customer service skills which demonstrate a professional, pro-active manner
 which inspires confidence in a wide variety of internal and external customers.

Knowledge and Understanding

Essential:

- An acceptance and a good understanding of the importance of office systems and
 procedures.

Desirable:

- Strong knowledge of at least one art form, and general knowledge of music genres such
 as classical, jazz, rock and pop and other art forms such as dance, comedy and film;

- Basic understanding of touring artistic projects;

- Basic technical knowledge of live performance and staging.

- Passion for the arts and live events and in particular new up-and-coming artists and
 events.

The role will require significant flexibility of working hours to embrace the responsibilities within
the department and the services that it provides including evenings and weekends or
whenever an event is taking place in the main auditorium.

HEALTH & SAFETY

You will have a good understanding of the Hall’s Health and Safety guidelines and your
responsibilities within these. Your role will including promoting a safe working environment
and fostering a non-blame culture, adhering to any Health & Safety requirements, flagging
any conflicts that may arise with Health and Safety and working towards finding effective
solutions.

SUSTAINABILITY

The Hall is committed to maintaining and furthering greater sustainable practices in all areas
of the organisation to act on climate change. Whilst working at the Hall, you will be expected
to embrace the Hall’s Sustainability Policy and work to meet its objectives, putting
sustainability at the forefront of all decisions.

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