Event Manager

Historic Tennessee Theatre Foundation•Knoxville, TN

2d•$49,072 - $58,656•Onsite

About The Position

The Event Manager manages events for the Historic Tennessee Theatre Foundation (HTTF) from booking through settlement. The role supports events at the Tennessee Theatre and its adjoining facility, including touring concerts, comedy and Broadway productions; recurring rental clients; private and corporate rentals; and Theatre-produced, education and outreach, and community events. Reporting to the Senior Director of Programming & Production, the Event Manager exercises independent judgment on financial, operational, and contractual matters that affect Theatre operations and the client experience. The position works with Live Nation, artist representatives and touring personnel, rental clients, community partners, and staff across Theatre departments, while also supporting Event Services administration. The role manages booking and calendar details, contracts, event finances, event advancement and logistics, event-day communication, settlements, invoicing, reporting, and closeout. It also contributes to internal Theatre events and department procedures. The Tennessee Theatre is an ornate, 1,600-seat historic performing arts venue with more than 175 annual events, and the role supports programming and rentals across the Theatre and its connected, seven-level neighboring building.

Requirements

Associate’s degree required.
Ability to manage touring and rental event execution from contracting through settlement and closeout.
Ability to manage a multi-faceted calendar across two buildings in alignment with Theatre programmatic, financial, and mission-driven objectives.
Ability to manage event logistics before, during, and after events.
Strong organization and time-management skills, including prioritizing concurrent events, maintaining accurate records, and tracking documents and deadlines.
Proficiency in Microsoft Office applications, including Word, Excel, Teams, and Outlook, and ability to learn industry-specific event management software.
Clear, concise, and accurate oral and written communication skills with a variety of individuals and groups.
Ability to self-motivate and complete assignments with minimal supervision under pressure and strict deadlines.
Ability to identify and maintain confidential information.
Independent judgment and decision-making to evaluate complex event requirements and resolve time-sensitive issues with financial and operational impact.
Problem-solving and foresight, including anticipating issues, de-escalating tense situations, and communicating calmly and respectfully.
Attention to detail in records, finances, and contracts.
Mathematical reasoning to calculate data and solve practical problems.
Ability to build constructive working relationships and cooperate with a wide range of people.
Results focus, initiative, and ability to promote the organization’s mission and goals.
Ability to work irregular and extended hours, including evenings, late-night shifts, weekends, and holidays, as directed by the supervisor.
Ability to stand and walk for extended periods, including on stairs between multiple floors and buildings.
Ability to lift and carry up to 30 pounds.
Regular use of hands and fingers to handle objects, tools, or controls and enter text or data using a keyboard.
Ability to communicate clearly verbally and in writing, in person, and over the phone; ability to hear speech and other sounds in varied environments; and clarity of vision at approximately 20 inches or less, including computer use.

Nice To Haves

Bachelor’s degree preferred.
3–5 years of experience managing touring and/or rental event contracts, advance production, event finances, and show settlements within a live performance venue preferred.

Responsibilities

Collaborate with the Senior Director of Programming & Production on booking touring events, booking meetings, communication with Live Nation, and evaluation of offers.
Respond to rental-event inquiries, explain Theatre use, and prepare event estimates.
Maintain accurate calendars for assigned events, remove unused holds, flag conflicts, and communicate confirmed events to Theatre departments.
Review, edit, and process touring contracts, riders, rental agreements, certificates of insurance, and related paperwork; interpret requirements and determine operational responses.
Collect and document event deposits, and ensure expenses remain within budget and comply with contracts.
Advance touring and non-touring events, gather event needs, and communicate those needs to relevant departments in a timely manner.
Coordinate event logistics, including arrivals, load-ins, performance times, and special instructions; enter advance and production details in the event management software.
Meet with rental clients to develop event plans, timelines, and schedules consistent with client needs and Theatre policies.
Coordinate with the Catering & Hospitality Manager on backstage catering, hospitality, and client food and beverage needs.
Coordinate internal Theatre events and provide support and resources as needed.
Serve as the primary advance and event-day contact for touring personnel and rental clients, facilitating communication between backstage and front-of-house teams and providing customer service.
Facilitate assigned portions of weekly production meetings and use post-show reports to anticipate gaps, resolve problems, and troubleshoot collaboratively.
Complete touring-event settlements, including Broadway productions, on show day or at the appointed time; resolve discrepancies and confirm final payments.
Prepare final rental invoices and provide them, with supporting documentation, to clients and Finance.
Collect expense documentation and submit completed digital show folders and final payment instructions to Finance for event closeout.
Generate and submit required touring reports, including PRO and Pollstar reports.
Support Event Services administration, including contract and paperwork tracking, data entry, records management, invoice follow-up, and payment follow-up.
Assist with developing, updating, and following department templates, standard operating procedures, and process documents.
Provide coverage for Event Services colleagues on assigned events, settlements, or administrative work, and perform other relevant duties as assigned.