Entertainment Projects Lead — Live Events

Live Nation Entertainment; Los Angeles (CA); On-site; CAD 95,000 - 119,000; Full time

Job summary

Insomniac Events is seeking a highly motivated and proactive Entertainment Project Manager to join our Entertainment team. This on-site role supports the department at live events, coordinating budgets, vendor relations and staff, reporting to the Entertainment Director.

Candidates should have 5+ years in event coordination, strong spreadsheet skills, and the ability to travel to events. Applicants must be comfortable in fast-paced environments with long hours at festivals and concerts.

Qualifications

• 5+ years of event coordinating/planning and execution.
• Proficiency in spreadsheets.
• Ability to effectively manage groups of staff.
• Must be an active problem solver, instilled with a sense of urgency for projects large and small.
• Must be able to stand for four hours at a time and walk long distances.
• Must be able to lift 20 pounds.

Responsibilities

• Implement all departmental and event protocols set by the Entertainment Director.
• Receive incoming emails, phone calls & correspondence on behalf of the Director as necessary.
• Follow budget directives and ensure that they are kept on track.
• Review and submit final show budgets as requested.
• Set and attend meetings on behalf of the department or Director as needed.
• Process expense reports, Amex reports and petty cash tracking as necessary.
• Advance travel, visas and accommodation needs for Director, staff and performers at each event.
• Complete department site operations, production, credentials, and warehouse advancing for shows.
• Partner with HR to maintain roster, timesheets, discretionary lists & new hire paperwork at all shows.
• Manage payroll for Entertainment Dept staff including Performers, Production Assistants, Glamour team & vendors
• Liaise with HR and Accounting to ensure all onboarding is accurately turned in, in a timely manner.
• Prepare and organize vendor agreements, creative releases, payment schedules and business forms for the personnel, performers, vendors, machinery, props, and any other items approved by the Entertainment Director.
• Secure and oversee bids from vendors and artists as needed.
• Supervise completion of the production reports, including production status or notes and distribute the report to proper channels daily.
• Department representative for local authorities to secure any legal or safety permits as needed by event staff and performers, to certify compliance with local ordinances.
• Obtain additional insurance requirements for specialty performers that may be required.
• Staff, manage and schedule Entertainment Dept Production Assistants for show days.
• Support sourcing experience staff such as performers, glamour team or management when requested.
• Manage all aspects of Entertainment Department for shows when Entertainment Director is not present.
• Partner with the other Insomniac departments to successfully execute experience requests for events.
• Manage all Entertainment Department assets used by other departments.
• Liaise with the other Insomniac departments to ensure the functionality and safety of stages and installations for entertainment.
• Oversee and assist in the setup and breakdown of the Entertainment Department at all festivals including site, back of house and wardrobe.
• Facilitate and assist load in and set up for Entertainment vendors at events.
• Ensure that a clean, safe, and secure work area is maintained at shows.
• Manage on site dressing room and check in staff, while monitoring breaks and assisting with others as necessary.
• Keep Performers and staff on schedule set by the Entertainment Director at shows.
• Support management of departmental warehouse spaces and assets stored there.
• Responsible for inventory management such as receiving, put away, packing, shipping and trucking
• Ensure proper storage, maintenance, and cleaning of department assets such as costumes, props, and equipment
• Implement systems to manage and prevent inventory loss or damaged
• Implement systems to help execute warehouse inventory efficiency
• Manage the performer and inventory Airtable database
• Assist in the sourcing of new assets and vendors for the department
• Recruit, hire, train and develop operational support team members
• Frequent travel  … (economy)

Skills

Event coordination

Spreadsheet proficiency

Staff management

Problem solving

Travel readiness

Job description

Insomniac Events is seeking a highly motivated and proactive Entertainment Project Manager to join our Entertainment team. This on-site role supports the department at live events, coordinating budgets, vendor relations and staff, reporting to the Entertainment Director.

Candidates should have 5+ years in event coordination, strong spreadsheet skills, and the ability to travel to events. Applicants must be comfortable in fast-paced environments with long hours at festivals and concerts.