The Music Coordinator is responsible for overseeing all music-related aspects of event production. This includes sourcing, booking, and managing musical talent, coordinating logistics, and ensuring the smooth execution of musical performances at events. The Music Coordinator works closely with event teams, clients, and talent to ensure every musical element is perfectly aligned with client expectations and event goals.
This position reports directly to the Head of Music and may involve overseeing and managing relationships with freelance performers, DJs, and other music-related vendors.
KEY RESPONSIBILITIES
Talent Sourcing & Booking:
- Identify, recruit, and book musical talent that meets event specifications.
- Build and maintain strong relationships with musicians, bands, and other musical acts.
- Negotiate fees and manage contracts for talent.
- Ensure that all music-related materials and content are up to date.
Event Coordination:
- Work with event planners to understand the musical needs and integrate talent seamlessly into the event timeline.
- Coordinate logistics, including travel arrangements, accommodation, and scheduling for performers.
- Oversee the execution of musical performances at events, ensuring that all details are handled smoothly.
- Manage communication between clients and talent throughout the event planning process.
Collaboration & Communication:
- Collaborate with the production team to ensure that musical elements are effectively integrated into the event's overall production.
- Liaise with clients to ensure their vision for the music is realized and executed.
- Maintain clear and timely communication with talent, ensuring they are informed of all event details.
Administrative & Clerical Duties:
- Maintain and update talent calendars, booking records, and contracts in the company's database.
- Ensure that all relevant paperwork, including contracts and agreements, is signed and processed in a timely manner.
- Update and maintain event details in internal software (e.g., Event Manager, Monday.com).
QUALIFICATIONS
- Bachelor's Degree or a minimum of two years related experience and/or training, or an equivalent combination of education and experience.
- Experience in coordinating musical talent for live events.
- Proven experience in talent booking, event planning, and/or production management.
- Proficiency with project management and event management software (e.g., Event Manager, Monday.com).
- Strong communication and negotiation skills.
- Exceptional organizational skills and attention to detail.
- Ability to multitask and prioritize in a fast-paced environment.
- A passion for and knowledge of music, with a background in music or performance preferred.
- Ability to handle complex logistics and anticipate issues before they arise.
- Comfortable working under pressure to meet deadlines and ensure event success.
COMPETENCIES
- Managing Change: Ability to adapt to new ideas and changes in the event planning process.
- Teamwork: Ability to collaborate effectively with team members and external partners to ensure event success.
- Results Orientation: Strong focus on delivering results that meet or exceed client expectations.
- Creative Problem Solving: Ability to think creatively to resolve issues that arise during event planning and execution.
- Time Management: Ability to manage time effectively and prioritize tasks to meet deadlines, especially when working with multiple events and tight schedules.
- Dependability: Consistently reliable in adhering to schedules, attending meetings and events on time, and ensuring that all responsibilities are met according to established timelines.
- Flexibility: Ability to quickly adapt to changes in work schedules, priorities, and unexpected circumstances.
- Communication: Clear and persuasive communicator, both in written and oral formats.
- Clarity in Communication: Communicate expectations, goals, and feedback clearly to both internal teams and clients.
PHYSICAL DEMANDS & WORK ENVIRONMENT:
- Frequently required to stand, walk, or sit for long periods of time.
- Regular exposure to moderate noise levels during events.
- Occasional outdoor exposure depending on event locations.