Tours Assistant/Coordinator

Association Of British Orchestras; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A prominent orchestral organization in London is seeking a Logistics Coordinator to manage travel and logistics for tours. Responsibilities include preparing travel documentation, maintaining scheduling databases, and coordinating with various stakeholders. Ideal candidates will have strong organizational skills and experience in event logistics. This role offers a chance to be integral to the orchestral tour experience.

Qualifications

• Experience in event logistics and coordination.
• Strong administrative and organizational skills.

Responsibilities

• Prepare and distribute travel tickets and seating plans.
• Maintain the LSO diary and database, liaising with IT.
• Coordinate visa applications for tours.
• Research logistics for overseas tours.
• Manage the LSO’s A1 database.

Job description

Overview

Create and update hotel, flight, train, passport and personnel lists for tours on LSO database, including gathering information from the Orchestra.

Key Responsibilities

• Prepare, label and distribute electronic train/flight tickets, and assist in creating seating plans.
• Update and maintain the LSO diary and database (ArtsVision), liaising with the LSO IT.
• Coordinate visa applications for tours, under the supervision of the LSO tours managers.
• Research and attend Embassies as necessary.
• Assist with instrument freight documents for overseas tours (e.g. ATA carnets, musical instrument passports), under the supervision of the LSO tours managers.
• Put together electronic tour packs prior to each tour, and assist in preparing pages for tour schedules.
• Prepare and follow-up cost estimates, contracts, technical riders and invoices for tours and UK concerts.
• Research logistics for overseas tours, including travel (flights, trains and coaches), hotel information and per diem rates for the Orchestra.
• Liaise directly with concert promoters/venues abroad, travel agents and artist agents to assist preparations and logistics for upcoming tours.
• Manage the LSO’s A1 database, and assist players applying for A1 certificates for overseas tours.
• Assist players with 2nd passport applications and respond to general players’ enquiries.
• Provide administrative support to the Tours Managers.

Contact details

[e-mail]

Visit website to apply