Live Music Booking Coordinator

ROSTR, Inc.

Washington, Northern (District of Columbia, KY)

Hybrid

USD 45,000 - 65,000

Full time

14 days+

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Job summary

Union Stage Presents in Washington, DC is seeking a detail-oriented Booking Coordinator to support concert booking operations. You will manage calendars, review venue schedules, and help prepare contracts for talent buyers as part of a fast-paced team.

Ideal candidates have 1+ year in the live music industry, strong organizational skills, and a passion for music and live events. Proficiency with Google Workspace, Asana, Opendate, and Ticketweb is preferred to ensure smooth operations.

Qualifications

1 year live music industry experience preferred.
Must be organized, detail-oriented, and able to meet deadlines.
Able to manage multiple projects in a fast-paced environment.
Experience with Google Workspace, Asana, Opendate & Ticketweb preferred.
Passionate about music and live events.

Responsibilities

Market and calendar management.
Conduct bi-weekly sellout and lead checks.
Review external venue calendars and flag shows not pitched to us.
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.
Prepare, send, and track show and public rental contracts.
Upload completed/marked-up contracts to booking software.
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.
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.