Bookings Coordinator

TipTopJob; Bromsgrove; On-site; GBP 25,000 - 30,000; Full time

Job summary

A vibrant arts venue is seeking a Bookings Coordinator to manage event bookings and ensure smooth operations. The role involves coordinating with performers and team members while maintaining excellent customer service. Ideal candidates will have experience in event management and strong organizational skills. Salary between GBP 25-30K depending on experience, along with additional benefits.

Benefits

22 days + statutory holiday, rising with service

Free onsite parking

Nest pension

35 hours per week

Qualifications

• Experience in a similar role within theatre, hospitality or arts, or in event management.
• Strong understanding of technical requirements and logistics.
• Ability to manage multiple events simultaneously.

Responsibilities

• Coordinate and manage all event and room bookings.
• Liaise with performers, promoters, and internal staff.
• Monitor the smooth operation of events on the day of performance.

Skills

Theatre operations understanding

Event management

Communication skills

Organizational skills

Proficiency in Microsoft Office

Problem-solving

Tools

Patronbase or similar software

Job description

Bookings Coordinator sought by Artrix theatre, a vibrant and dynamic arts venue offering a diverse range of live performances, films, and community events. Located in Bromsgrove, it provides a welcoming space for both established and emerging talent, as well as an inclusive platform for the local community to engage with the arts.

The Role

As Bookings Coordinator you will be responsible for coordinating and managing all event and room bookings at the theatre, ensuring smooth operations, excellent customer service, and the effective use of Artrix's spaces. The role will involve liaising with performers, promoters, production teams, and internal staff to ensure all events are delivered to the highest standard.

Your Daily Duties Will Include

• Working closely with the Lead Trustee, manage the booking of all theatre performances, events, and community activities.
• Coordinate all logistical aspects of booked events, including scheduling, notifying for staffing, and passing on safeguarding and technical requirements.
• Quote booking terms, fees, and contracts, ensuring clarity and fairness for all parties involved from pre-provided framework.
• Assisting the Lead Trustee with input to and updating of the Venue Management system.
• Maintain strong relationships with community room hirers, promoters, artists, and production teams to facilitate smooth and effective event execution.
• Prepare event information for marketing, including schedules, performer details, and event-specific requirements.
• Work closely with the Technical Manager to ensure all production requirements are met for booked events, including technical, staging, lighting, and sound needs.
• Working with the lead volunteer to adhere to safeguarding measures.
• Liaise with the Venue Manager to ensure venue spaces are prepared to specification.
• Monitor the smooth operation of events on the day of performance if on-site.
• Collect feedback from bookers and feedback to Operations Team.
• Collaborate with the Marketing and Box Office teams to promote upcoming events and ensure ticket sales are on track.
• Report through the Lead Trustee to the Operations Team on bookings, operational issues, and opportunities for growth or improvement in the venue's programming.
• Associated administrative duties including: maintaining bookings calendar, processing booking forms and contracts, production of event paperwork, loading of show information, invoicing and checking payment of deposits and fees, preparation of financial summary statements and net income.

Essential Skills And Experience

• Experience in a similar role within theatre, hospitality or arts, or in event management.
• Strong understanding of theatre operations, technical requirements and logistics.
• Excellent communication skills, with the ability to liaise with a range of stakeholders, including performers, promoters, staff, and the public.
• Strong organisational skills and the ability to manage multiple events simultaneously.
• Proficiency in Microsoft Office and venue booking systems (experience with Patronbase or similar software is an advantage, but training will be given).
• A proactive, problem-solving approach with excellent attention to detail.
• Ability to work under pressure and remain calm and effective during busy periods.
• Flexibility to work evenings and weekends as required by the event schedule.
• Experience of invoicing and financial statement preparation.

Desirable Skills

• Knowledge of the performing arts industry and current trends.
• Experience in negotiating contracts and managing budgets.
• Familiarity with health and safety regulations within a theatre or event context.

Benefits

• c GBP 25-30K salary, negotiable depending on experience
• 22 days + statutory holiday, (rising with service to 25 days)
• Free onsite parking
• Nest pension
• 35 hours per week (some evenings and weekends will be required)