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Concert Special Projects Manager

The Royal Conservatory of Music

This is a Full-time position in Toronto, ON posted November 13, 2018.

POSITION SUMMARY

The Performing Arts department of The Royal Conservatory is seeking a Concert Special Projects Manager to oversee all of the logistics with the artists, agents, managers, tour managers; from executing contracts, through to hospitality and payment. Run 55-65 concerts per season, directing all of the day-of show specifics. Supervises the backstage staff and coordinates with Production and Event Operations departments. Manages Kuné-Canada’s Global Orchestra.

DUTIES & RESPONSIBILITIES

Artist Administration:

  • Evaluates all artist contracts and riders (using RCP budget and offer agreements as reference).
  • Tracks all stages of artist contracts from when initially sent to receiving a fully executed copy.
  • Prepares all artist payments, drafting cheque requisition forms and ensure all amounts are coded and included in budget. Ensure all proper Canadian tax laws are followed.
  • Creates artist settlements as required per artists’ agreement. Ensures additional payment is submitted to accounting the next business day for processing.
  • Drafts letter of invitations for artists entering Canada through customs or sends letter to Embassy of Canada regarding work visas required by many visiting artists.
  • Develops and sends all Canadian Withholding Tax documents and application forms to artist management and liaises with Canada Revenue Agency.
  • Issues all Statements of Withholding Tax and waivers.
  • Updates and maintains RCP concert budget for each show’s expenses and tracks expenses from other departments (Production, Security, Event Operations, Factur).
  • Reviews all the contracts, riders and budgets. If things are missed before the contract is signed, the RCM could be liable for increased expenses or even legal complications. For each performance, it is imperative to make sure that all the contracts, cheque requisition forms, visas/letters of invitation etc. are in order otherwise things can go awry quickly (i.e. artist not able to cross the border, artist payment not ready in time etc.). Keeping track of the RCP concert budget is also very significant in order to outline the accurate costs and payments for each show so that there is a complete picture of how each performance is doing fiscally.
  • Works directly with the artists and their management as well as artist services suppliers involved in their hospitality (hotels, catering companies, ground transportation etc.)

Artist Hospitality:

  • Books hotels, ground transportation and flights based on Artist tour schedule and contract.
  • Orders catering and rentals and create menus based on Artist contract requirements.
  • Creates detailed itineraries for all RCM staff for each performance.
  • Adheres to assigned budgets for the above items.
  • Reserves rehearsal studios and coordinates the details between the RCM and Artist management for Masterclasses.
  • Orders merchandise from local CD retailer and coordinates with artist management to receive CDs in advance of the concert. Makes sure artists are reimbursed for merch via cheque or wire transfer post-show if unable to pay out in cash night of the performance.
  • Meets artists at Hotel to ensure prompt arrival for sound checks and rehearsals and coordinates post-show Artist departures.
  • Track artist-related expenses and process all supplier invoices.
  • Post-concert-season: creates financial spreadsheets of all hotel rooms booked during the previous season as well as separate spreadsheets for merchandise sold during shows to improve and compare future budgets and negotiations.
  • Dealing with artists and their managers frequently requires a lot of juggling and problem solving leading up to and the day of the performance. Problems can include anything from canceled or delayed flights, missed connections with ground transportation, sickness/fatigue, broken instruments, stalkers, etc. The job involves finding a solution to any and all of those problems as quickly and smoothly as possible which typically involves a lot of diplomacies. Decisions made are typically based on efficiency or time sensitivity so prioritizing is very important, i.e. If an artist missed their flight, what would be the next best way to get them here, researching alternatives, booking later or more direct flights, different airport, driving, re-arranging sound check times and day-of itineraries etc. keeping our RCM team informed of any changes to the artist schedules.

Managing Kuné-Canada’s Global Orchestra:

  • Coordinates and maintains the community partners for all meetings/events etc.
  • Oversees auditions, rehearsals, outreach, workshops, and performances.
  • Artist liaison for all musicians in the Orchestra, supervises rehearsal schedules, payments, show, and tour schedules.
  • Advances tour/performances with outside venues, and oversees recording project.
  • Writes grants to get further funding for touring.
  • Supervises budget for all of the events associated with this project and keeps expenses within the outlined parameters.
  • Liaises with Orchestra’s agent Opus 3 regarding new performances.
  • Organizes visa applications for musicians to tour.
  • Books rehearsal spaces for musicians on a weekly/monthly basis.
  • Oversees ongoing relationship with Universal Music Canada and merch distribution (licensing etc.) Ordering new product as needed and keeping track of sales/comps.
  • Kuné started as a special pilot project, and because of its success, it continues to grow each year, branching out as a national/international venture. This project has affected audience development, raised the profile of The RCM within many different communities in Toronto and the GTA as well as across the country and translated into increasing revenues and cost-sharing opportunities for all of Performing Arts.

Backstage Management:

  • Schedules Artist hospitality assistants, stage door attendants.
  • Supervises event set up for dressing rooms, green room, and catering.
  • Manages Artist’s needs during their stay, delegating tasks to Artist hospitality assistants as needed.
  • Supervises stage door person handling backstage list, strictly monitoring stage door and security passes.
  • Works with Event Operations Manager/Supervisor to schedule a merchandise salesperson, merch table set up, research and organizes artist info.
  • Coordinates with Security Supervisor and Front of House Manager to assign the appropriate number of guards and ushers at the backstage door, around the merch table and CD signing area to help with crowd control during the signings.
  • Escorts artist to CD signing post-show and backstage afterward.

Coordinating with Production:

  • Works together with the Production Manager to create detailed itineraries for the day of the concert and coordinate on artist’s technical and hospitality needs as per the contract/riders.
  • Stage management; ensuring itinerary is executed accurately for sound check, crew breaks, artist meals, removal/pick up of instruments/equipment post-show.

QUALIFICATIONS, SKILLS & EXPERIENCE

  • Minimum of five years of experience as a tour manager, artist associate or event manager at a Performing Arts Centre.
  • Significant administration experience with contracts, Canadian tax laws for international artists.
  • Familiarity with hospitality and tech riders for musicians (hotel/ground travel/flights/catering/production).
  • Experience in the travel industry and/or event management.
  • Adept at Budget and expense management.
  • The ability to respectfully and professionally balance the relationships between artists, agents, managers, tour managers, suppliers, internal departments and the community.
  • Willingness and ability to work effectively under pressure and respond nimbly to deadlines, able to perform well in stressful situations. of the live music scene in Toronto, nationally and internationally an asset.
  • Careful, diplomatic and highly organized with problem-solving skills.
  • Assiduous attention to detail.
  • Excellent verbal and written skills.
  • Good negotiating skills, comfortable being assertive.
  • Team-oriented with an ability to work independently in a self-directed role.
  • Ability to work long and unconventional hours, including many evenings and weekends.
  • Must be able to handle many details with care and be multi-tasked oriented.

WORKING CONDITIONS

During the concert season (September till May), concert days would typically involve 12-15 hours depending on the show. Required to be on site for the artists from their arrival till when they leave the building and there is a lot of prep and follow up work behind the scenes that happens before and after that time frame. Depending on the concert schedule, there might be a need to work 6 days in a row or more, several times in a month and be available at all times, in the days leading up to a performance, while the artists are in town and even after they depart, be available 24 hours a day through blackberry.

PHYSICAL REQUIREMENTS

Aside from spending about 30 hours a week approximately working on the computer, on show days there are always several hours of standing or running around backstage.

Sometimes it is required to lift boxes of merch or lift luggage for artists or rearrange furniture backstage.

Skills Required

  • Education level: University
  • Work experience (years): None

Package

Salary: N/D