Lead Event Manager

The Lead Event Manager serves as the primary contact for the Event Management team, coordinating event logistics, client communication, and on-site management to ensure seamless execution of events. This role gathers and distributes information to departments responsible for event staffing and provides on-site support to address the needs of shows, artists, and clients.

The Lead Event Manager assigns projects to Event Managers, collaborates with the Operations Department to foster shared learning and communication, and develops policies to ensure compliance with contracts and organizational standards. In addition to leading the Event Managers, this role regularly serves as the on-site Event Manager to oversee event operations and ensure successful execution.

Success in this role will be measured by artist and guest satisfaction, staff collaboration, and the successful delivery of all events. This position requires flexibility to work evenings, weekends, and varying schedules.

Duties & Responsibilities

• Act as the central liaison for the Event Management team – ensuring effective communication and coordination among internal departments, clients, and artists to facilitate seamless event execution for all events at Blumenthal Arts.
• Develop and implement strategic goals and policies that align with organizational objectives, fostering a collaborative and forward-thinking culture within the Event Management team.
• Lead regular production meetings to ensure clear communication, alignment on event details, and proactive problem-solving across departments.
• Provide constructive feedback, mentorship, and guidance to Event Managers, fostering professional development and enhancing team performance.
• Collaborate with Programming team to ensure smooth transition for clients and artists from booking to event management team. Maintain and cultivate client and artist relationships to ensure positive experience at Blumenthal venues.
• Maintain and cultivate client and artist relationships to ensure positive experience at Blumenthal venues.

• Routinely serve as the on-site Event Manager to oversee event operations and ensure successful execution:
• Advance all general details of assigned events including, but not limited to, FOH policies, merchandise, travel, hotel, runner, payment information, and settlement. Update Momentus with all relevant details.

• Update Programming GM (presented events) or Venue Partner Manager (venue partner events) with any changes to anticipated event expenses, including staffing, tech labor, and equipment rental.
• Work alongside other BA departments ensure event needs are met:
• Partner with Technical Production Manager during the advance process.
• Coordinate with Food & Beverage Department on catering/hospitality needs and budgets.
• Coordinate with Front of House Department on staffing needs i.e. merchandise seller or extra security.
• Work with Ticketing and Marketing to answer client and artist questions and review sales data regularly.
• Provide guidance and support to community and local Venue Partners that are unfamiliar with presenting at Blumenthal. Ensure that all clients understand BA policies and procedures.
• Coordinate with clients/artists and BA staff to execute auxiliary events including meet & greets, receptions, talkbacks, and pre and post-show events.
• Manage the artist guest list, company holds, and co-pro holds.
• Communicate with and facilitate needs of Co-Promote partner, as needed
• On-site management of assigned events. Event Manager must be available at any time to manage the on-site needs of the show/artist or BA event staff.
• Submit payment requests and create contracts as needed for runner (or other ground transportation), hotels, meal buy-out, etc.
• Review all invoices, labor reports, and box office statement once submitted by various departments to ensure accuracy.
• VENUE PARTNER EVENTS: Create a detailed settlement which lists the event expenses and revenue and provide to clients and the Venue Partner Manager.
• After events, update Momentus and complete post-event reports.
• Other duties as assigned

Education And Experience

• Bachelor’s degree in art administration, event management or related field supplemented by 7 years of event management experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.

Knowledge, Skills And Abilities

• Strong multitasking, communication, and customer service skills.
• Exceptional attention to detail and proofreading abilities.
• Adaptability to last-minute changes and client needs.
• Professional demeanor and ability to manage high-pressure situations effectively.
• Must be extremely detailed oriented and possess excellent proofreading skills
• Proficiency with Microsoft Excel, Adobe Acrobat, and the ability to learn internal software systems.

Physical Requirements

• Ability to stand for extended periods.
• Motor coordination and physical agility for tasks requiring stooping, kneeling, crouching, or crawling.
• Capacity to lift and move objects weighing up to 25 pounds.