Live events coordinator

Closing date for applications: Tuesday 1st July at 11.59pm

Salary: £33,000- £35,000 per annum dependent on experience, plus bonus opportunity

Location: Farringdon, London office (option to work remotely up to 40% of the time)

Love culture, live events and brilliant books? Fane is hiring a Live Events Coordinator to help bring unforgettable experiences to audiences across the UK and beyond. Join the team behind sell-out shows with icons like Tom Hanks, Nigella Lawson and Dame Judi Dench!

Fane is a leader in the production and curation of spoken word events, bringing the most exciting names in culture and entertainment to audiences around the world. We programme over 500 live and online events each year. We also run LoveMyRead, the home of book gifting online.

Made up of passionate, ambitious team-players from across the creative industries, Fane believes a great idea can come from anywhere and anyone. We will go the extra mile and take creative risks to ensure we deliver events that are innovative, engaging and culturally relevant. Come and join our creative, friendly, motivated and supportive team.

As a Live Events Coordinator, you will work across the full spectrum of our Live department, managing and monitoring the administration functions for shows and tours for a portion of our producing team, as well as being directly involved with the production of our events. You will work on events regularly during peak seasons, ensuring the highest level of client care is provided. You will be working alongside our Producing Team to assist them in the delivery of the highest possible standard across all aspects of our Fane Live Programme. This role reports to the Directors.

Key responsibilities

Event administration and pre-production

• Be the main liaison for Producers’ clients and external stakeholders for enquiries and updates, such as talent agents, publishers, PR agencies and venues
• Maintain and manage vital company administration systems, including the show calendar, production files, companywide digital filing system, ensuring client files are organised up to date and files are accurately saved
• Management and coordination of guest lists and company holds:
  • Keeping accurate details of requests and inventory
  • Monitoring the number of held tickets and releasing unnecessary holds
  • Keeping producers, ticketing, marketing and customer service teams updated as required
  • Liaising with producers and external stakeholders such as venues, agents , publishers and corporate clients
• Work across events to be the point of contact for the company during events, troubleshooting Customer Service enquiries
• Work closely with production company Kontour, to ensure they are kept up to date with any relevant developments relating to Production, logistics or client care
• Request, monitor and track venue settlements, working closely with our finance department to ensure swift payment and accurate record keeping.

Artist liaison

• Create, accurately review, negotiate and file Artist, interviewer and venue contracts
• Liaise directly with talent throughout the production process before, during and after a show.
• Attend events regularly across the UK, to be the Fane representative and ensure that talent is looked after to the highest possible standard.

Marketing

• Organising materials for on-sales with the Marketing department
• Liaise and support the marketing department when it comes to event on- sales
• Working closely with producers to secure guest hosts for events and working with Marketing to announce them,including;
  • securing talent, negotiating fees, contracting and liaising with partner production company, Kontour, to arrange logistics

Producer support

• Manage the Producer’s diary
• Assist the Producers with various pre-production tasks associated with tours and one-off events
• Support Producers when it comes to updating budgets, forecasting sales and ensuring all costings for show are accurate
• Work closely with the Producers doing monthly tour expenses

There may be other things outside of the main duties that are required in this role, that are needed to support Producers on live events.

We’d love to hear from you if you have:

• 3+ years of experience in a similar role
• Strong interpersonal and communication skills(written and verbal)
• Excellent working knowledge of Microsoft Office, in particular Excel
• Proven experience of reviewing and/or negotiating contracts
• Accuracy and exceptional attention to detail
• Ability to work in a fast-paced environment to short deadlines
• Excellent time management skills
• Team player with a positive attitude
• Dynamic with a hands-on, can-do attitude
• Willingness to learn and adapt to all kinds of situations
• A high level of professional integrity
• Honest, reliable, and hard-working

Desirable

• Understanding of the event industry. It would be useful but not essential if you have previous work experience within the creative industry e.g. a publishing house or talent agency, within a venue or festival
• Demonstrable experience handling guest lists

What we offer:

• £33,000- £35,000 per annum (dependent on experience) plus bonus opportunity
• 25 days annual leave
• Bonus leave - Mental Wellbeing Day and a day off in the month of your Birthday
• £120 per quarter Employee wellbeing allowance
• Access to private healthcare (following 1 years’ service)
• Access to free counselling and mental wellbeing services through our Employee Assistance Programme
• 4% pension contribution
• Life Assurance of 4 x base salary
• Annual season ticket loan
• Bike to work scheme
• Complimentary tickets to Fane shows, Kilimanjaro Live events and access to free books
• Free healthy snacks throughout the week
• Working hours are 37.5 hours a week Monday – Friday with varied start times. The majority of the time will be a 9.30pm start, working until 6pm, with some flexibility. You will be expected to occasionally work evenings and weekends to attend shows. The company offers a TOIL policy for any time worked over the contracted hours.

Our culture at Fane is valued by our employees, and is the key to why people join us, stay with us and thrive with us. We are dedicated to continuous improvement and self-reflection and central to this goal are our commitments to inclusion, the environment & sustainability and employee wellbeing.

We strive to create a working environment that promotes and values equity, diversity, inclusion and a sense of belonging; where everyone feels empowered to bring their full, authentic selves to work in a creative and safe space. We are committed to equal opportunities and to building a more inclusive team that reflects the communities we serve.

How to Apply

Send a CV and cover letter outlining why you would be ideal for the role to the email address found via the Apply button.

Please get in touch with Creative Access via listing@creativeaccess.org.uk if you have any issues with submitting your application.

Please include in your application that you found this role through Creative Access.