Booking Coordinator

Union Stage Presents; Washington (District of Columbia); On-site; USD 55,000 - 65,000; Full time

Job summary

Union Stage Presents, a leading concert promoter in DC, is seeking a highly organized Booking Coordinator to support our concert booking operations. This role focuses on meticulous calendar management, contract preparation, and coordination with venues and talent buyers.

The ideal candidate will have experience in live music, strong organizational skills, and the ability to manage multiple projects in a fast-paced environment.

Qualifications

• Experience in live music or event booking is preferred.
• Strong organizational skills and the ability to meet strict deadlines.
• Ability to manage multiple projects in a fast-paced environment.

Responsibilities

• Market and calendar management for shows.
• Prepare offer drafts for talent buyers and coordinate openers.
• Upload and track contracts in booking software (Opendate).
• Audit data completeness and coordinate with partners.

Skills

Organizational skills

Detail-oriented

Deadline driven

Live music industry experience

Multi-project management

Tools

Google Workspace

Asana

Opendate

Ticketweb

Job description

Union Stage Presents, a leading concert promoter in DC, is seeking a highly organized and detail-oriented Booking Coordinator to join our team. This individual will play a key role in supporting our concert booking operations through the meticulous management of calendars, documents, and financial oversight. A background or knowledge of the concert scene - coupled with a genuine enthusiasm for music - is a strong plus.

Booking Coordinator Responsibilities

• Market and Calendar Management
• Conduct bi-weekly sellout and lead checks.
• Review external venue calendars and flag shows not pitched to us, noting the responsible agent.
• Prepare offer drafts for all talent buyers.
• Assist in securing openers and support talent for all shows across venues.
• Maintain venue holds: put in venue holds as directed, remove dead holds weekly,refresh active ones, and follow up on holds without recent contact.
• On the 1st of each month, generate a list of shows not yet on sale 3 months out and prompt outreach.
• Contracts and Documentation
• Prepare, send, and track show and public rental contracts.
• Upload completed/marked-up contracts to booking software, Opendate.
• Ensure contracts are executed at least 30 days out.
• Collect and organize required documents (e.g., W-9s, banking info, insurance forms).
• Request and track materials from external booking partners.
• Audit all shows in Opendate to ensure required fields are complete, and flag any missing or incomplete data to the team.
• Distribute “Finals” emails and confirm all public event documentation is complete.
• Send internal comms for shows to go onsale, ticket price changes, codes, and update ticketing platform as needed.
• Show Health and Coordination
• Run cutdown sweeps and support sweeps.
• Perform “Scan and Plan” pings to identify priority or problem shows.
• Monitor announcements and on-sale dates 2–3 months out.
• Input ticketing data.
• Coordinate with production to ensure advance contacts are collected and shared.
• Other tasks as needed.

Requirements

• At least 1 Year of experience in the live music industry is preferred.
• Must be organized, detail-oriented, and able to meet strict deadlines.
• Must be comfortable working in a fast-paced environment where multiple projects actively require attention.
• Experience with Google Business Suite, Asana, Opendate & Ticketweb is preferred.
• Must be passionate about music and live events.