Now accepting resumes for Tour Production Positions:
Event Producer Assistant
Production Manager
Production Manager Assistant - PT
Production Manager Assistant - PT
Stage Manager
Lighting Designer/Director
Lead Tour Assistant
Tour Assistant (2nd Tier) - PT
Director of Promotions
Publicist
Special Event Planner/ Manager - VIP
Reception(s)
On Line Marketing Specialist
Business Manager
Website Designer & Manager
Tour Graphics Promotional Design Specialist
Merchandise Manager (Lead)
Merchandise Sales Associate Manager - PT
Finance Manager
Sr. Accountant
Controller
To apply for a position please email your Resume to: Info@upcloseproductions.com
Event Producer Assistant
- Assists Event Producer with overall production plans
- Scheduling duties include; booking events, creating/managing travel arrangements
- Manage schedules to ensure that the Event Producer arrives on time to meetings and events
- Managing daily meetings with other staff members
- Updates Producer’s calendar with current meeting times and details of the event
- May attend meetings in place of Producer as her representative in some situations
- Reads and responds to the correspondence that Producer receives
- Sorts through correspondences and prioritize important information
- Handles the correspondence coming into Producer’s office and those sent out as well
- Write business letters under the direction of the Producer
- Compile research as needed
- Ensures that Producer is prepared for meetings with information/research for decisions
- Create documents, spreadsheets, or presentations that Producer needs for Projects
- May be in charge of special projects and a team of staff members
- Directs the project and assigns duties to other staff members on the project.
- Keep Producer updated on the progress of the project
- Data Entry, creation and distribution of event invitations
- Shipping/transport of event related supplies
- Place orders for event equipment from vendors, check-in of guests at events
- Handling guest reservations
- Data Entry / Answering and returning phone calls
- Assists Producer in collecting money
- Pays production costs under the direction of the Producer
Production Manager
- Have an overview of the entire production to coordinate the local production staff
- Supervises the technical crew and coordinates their work with that of the venue's local crew
- Administers and arranges the technical requirements for the staff/show
- Head of all production departments & provides financial/strategic guidance to those departments.
- Supervises moving equipment from one venue to the next, as well as setting it up & disassembling it
- Works out the costs of building and hiring the elements of the stage/design
- Oversees the production teams rehearsals, production rehearsals, and dress rehearsals
- Must finalize the equipment manifest (a detailed list of equipment the tour will transport)
- Coordinates the placement of the stage, the locations of dressing rooms, parking for tour vehicles, storage of cases and crates and the location of the production office and management office
- Creates a comprehensive (Production Rider) and attachment to the performance agreement that includes all technical, hospitality and security needs that must be provided by local promoters in each city
Production Manager Assistant - PT
- Help with the administrative duties
- Helps create and distribute security passes, coordinate travel and hotel arrangements for production crew members
- Create and distribute detailed schedules for each day, and setting up a temporary production office in each venue
- Helps coordinate all production crew meals with local caterers
Stage Manager
- Allocate the stagehands to the production crew for setup and load out
- Control the movement of people/ equipment on stage and cuing venue staff for houselights
- Assign Crew Chiefs, Department Head & Techs their work order
Lighting Designer/Director
- Formulate the overall look of the show & selects type, position & color of the lighting instruments
- Operate the control console for the lighting system
- Work with the lighting vendors to select lighting techs who are responsible for operating the lighting equipment
Lead Tour Assistant
- Ensure the smooth running of the rehearsal and tour and maintain the tour database
- Make sure the requirements of the detailed rehearsal and concert schedule are met
- Assist with the administrative tasks in scheduling auditions, brochure and biography typing
- Assists Merchandise Manager in keeping statistics about ticket sales and costs
- Act as a key contact person in the office for the out-of-office staff
- Assist the Tours & Projects Manager in making availability checks for staff
- Administer travel arrangements for Staff/Speakers/Entertainers/Crew
- Draw up hotel rooming lists to ensure that requirements are met
- Assist the Production Manager/Asst. Prod. with the preparation of detailed tour schedules
- Make sure all driving permits, licenses, contracts and documents are accessible
- Obtain visas and work permits if required
- Assist the Assistant Producer with the distribution of per diems
- Procure Speakers/Staff schedules for stand-alone engagements
- Assist Assistant Producer with making hotel and car bookings for staff/speakers
- Compiling and sending out security lists and distribute contact list for crew/staff
- Answer phones and direct calls to the appropriate coordinator or program advisor
- Assist walk-ins with inquiries and help keep common front areas clean and tidy
- Help with hire paperwork and timecards
- Attend employee meetings and training
- May include duties such as running e, catering assistant
- Ensuring that adequate provisions are available on rehearsal and performance dates--(Includes refreshments, music stands, chairs, and dressing rooms, etc.)
- Manage the logistics/ rearrange timetables if Speakers/Entertainers are running late or are unavailable
- Manage and assign all volunteer groups in each city
Tour Assistant (2nd Tier - PT)
- Assist with the administrative tasks in scheduling auditions, brochure and biography typing
- Make sure refreshments are provided
- Assist Special Event Planner for VIP Reception Events
- Monitor and assist with the VIP list/Attendees
- Make phone calls to appropriate community leaders and constituents to attend the Tour events
- Assist walk-ins with inquiries and help keep common front areas clean and tidy
- Collect and sort mail into appropriate mailboxes
- Attend employee meetings and training
- May include additional miscellaneous duties (example: floater, run errands, assist other staff members in office and/or at the Tour sites
- Ensure that adequate provisions are available on rehearsal and performance dates--(Includes refreshments, music stands, chairs, and dressing rooms, etc.)
- Collect and sort mail into appropriate mailboxes
- Assist with the managing of volunteer groups
- Answer phones and direct calls to the appropriate coordinator or program advisor
Director of Promotions
Note: Additional “PT Promoters” will be hired to assist “Director of Promotions”
Set up a promotions plan that will promote to highly populated communities via:
(Radio – TV Advertisement – Billboards –Print Media & Promotion Events)
- Research Ad Placement in Newspapers and Magazines
- Coordinate Television advertisement placement
- Billboard ad Placement, taxi top, train, bus, or subway advertising to promote the concert
- Radio Station Advertisements – preferably read by a familiar local radio voice
- Contact the Radio Stations to set up promotional interviews and meet and greets
- Set up Promotion/“Street Teams” in each city to pass out flyers in highly populated areas
- Contact Media outlets for event news and set up interviews
- Manage promotional give-a-ways and tickets to schools, community
- Attend Events to mention the tour
- Set up interviews that will run prior to the show in print, radio, local T.V. and News Stations
- Arrange appearances on TV shows (Good Morning America, Talk Shows, News Stations etc.)
- Reach out to radio stations to see if they will “present” or “support” the concert
- Obtain C.D.’s for giveaways &promote the CD gives on the radio & social networking sites
- Manage and form street team
- Cultivate partnership with bookstores, restaurants and national companies to promote tour
- Locate student, parent and community volunteer to help promote the show
- Obtain targeted e-mail addresses to appropriate audiences & send email blast to their list
- Negotiate with “Sponsors” to buy radio ads in exchange for a presence at the concert.
- Buy T.V. spots for the where the highest level of frequency can be achieved.
- Promote the Tour in pre-selected cities by setting up an interview on a local T.V. cable channel.
- Promote the tour with other promoters / their e-mail list, (with possible payment for inclusion)
Publicist
- Publicity to National/International "Markets" that caters to a diverse audience
- Prepare press releases, press packets & contact media outlets to broadcast “Tour” material
- Organize press tours for Speakers and Tour Ensemble
- Network with online bloggers and respond to comments on popular social networks
- Arrange for a live, online Q&A session with popular fan sites and interviews for podcasts.
- Arrange photo shoots and interviews
- Pitch stories to journalists that will position the Tour for maximum exposure
- Maintain and build relationships with members of the media, to ensure publication & network with bloggers / fan sites to generate buzz
- Secure press attention for “Tour Events”, via press releases, calls, interviews & appointments
- Devise strategies to market the Tour to certain audiences & to sell tickets to consumers
- Write press releases re: CD, DVD or digital downloads/ send to the appropriate media
- Arrange/release Bios, Photos and Videos in an online EPK for the Tour
- Search and send information to media outlets for the for all Tour international cities
- Monitor editorial calendar
- Pitch stories to editors
- Maintain ongoing contact with key industry analysts
- Place all feature articles and case studies
- Track product reviews and interview opportunities
- Monitor key publications, media outlets/online media to create feature placement opportunities
Special Event Planner/ Manager - VIP Reception
- Develop Special Event: concepts, invitations, marketing, promotions, accommodations/menu
- Coordinate event activities, secure prizes for gift bags and products for giveaway
- Hire vendors and entertainers
- Site selection, determine the design of event and facilitate audio-visual needs
- Plan menu with food & beverages staff for all events
- Publicize and Market Tour Event's with Assistant Producer
- Negotiate contracts with vendors and outside sources for Tour's VIP Reception
- Have contacts and resources that are readily available to provide for the Production Manager
- Communicate with vendors, caterers, entertainers, & hotel/venue representatives when needed for "Special Events"
- Order event signs, and ensure appropriate décor to meet the quality of the event
- Aggressively gather information on each project to achieve quality event productions.
- Conduct research, make site visits, & find resources to help staff make decisions about event opportunities
- Assist with managing on-site production and clean up for events as necessary
- Prepare nametags, materials, gift bags, registration lists, seating cards, etc as necessary
- Assist with preparing budgets & provide periodic reports to producer for each event project
- Keep track of event finances including check requests, invoicing, and reporting
- Coordinate appointments & visits to see space and scheduling of events on the calendar
- Prepare and modify event contracts as requested
On - Line Marketing Specialist
- Design and develop the monthly email campaign of attendees for the tour
- Build & Manage email list; emails need to be designed, written and sent out
- Develop and manage the day-to-day activity and content on social media sites including Facebook, Twitter, YouTube, LinkedIn, etc.
- Find creative ways to intertwine other online presences / social networking outlets with the email campaign; and track and monitor campaign
- Create online key word campaigns to build the Tour on the Internet. This includes using Google Ad Words and Google Analytics to facilitate the task and write key word rich copy to use in campaigns. Develop and post relevant and engaging content for web, mobile and email platforms
- Disseminate press releases and post them to external websites to maximize exposure
- Manage monthly marketing budget for online advertising
- Manage and monitor the Pay-Per-Click program
- Manage full-cycle online marketing campaigns with a goal of attracting new email subscribers.
- Generate weekly reports based on results from various search engines and other internet marketing sources
- Analyze, evaluate, and manage processes and results, including search engine optimization and search engine marketing
- Measure and report the impact of social media efforts
- Provide recommendations based on analysis of results
- Create spreadsheets and presentations to clearly demonstrate results of campaigns.
- Buy geo-targeted PPC ads for the band on Google or on social networking sites like facebook.
Business Manager
- Work with Event Producer in maintaining the organization structure / financial stability of the Tour
- Manage Tour Trademarks, Copyright, Tax compliances, and Corporation filings
- Manage Payroll Company and appropriated check payments
- Manage all invoices and receipts of payments made
- Issue 1099 forms to all staff, speakers and musicians
- Create spreadsheets that exemplifies Tour profits and loss
- Balance and Check the profit and product sales results with the Merchandise Tour Manager
- Submit all songs to BMI for Tour Album and Tour Artists'
- Read over contracts for sensibility
- Oversee all documents pertaining to permits and insurance needed for venue and events
- Prepares program budgets
- Work in conjunction with company Financial Manager, Controller, Accountant & Attorney
Website Designer & Manager
- Design / Maintain Website(s) for tour
- Work with Tour Graphics Design team for web material
- Work with Tour Production Team to incorporate video on website
- Work with Merchandise Manager / Photographer to incorporate product on site
- Build 5-10 web pages per site -(Home, Photos, Videos, Products, Tickets, Locations, News, Contact, etc.)
Tour Graphics Promotional Design Specialist
- Design Logo for Tour
- Design Flyer’s for Tour
- Design Poster’s for Tour
- Design VIP Badges
- Design Tickets for Tour
- Design Billboards
- Design CD Covers/Artwork for (Tour Music CD / Tour Promotional DVD/Documentary)
- Work with Web Designer for graphics work implementation on website
- Work with Video Production Team to incorporate graphics into video production
- Work with Special Event Planner – for signage at VIP Reception
- Design signage for Merchandise Display (Books, CD’s, Tour Paraphernalia, etc.,)
Merchandise Manager (Lead)
- Work closely with Producer to determine items to be sold at event
- Develop /coordinate promotion strategies and the core positioning and messaging for the product
- Manage on-line Sales and Marketing for Tour Products
- Order products and correspondences with printing / designing companies
- Manage customer orders, customer service, and inventory selection
- Manage merchandise presentation, sales events, sales promotions and storeroom security
- Sale Merchandise on Tour
- Make sure all merchandise is clean and presented neatly
- Ensure that all customer merchandise issues are handled
- Responsible for the boxes of T-shirts, stickers, CDs, and poster
- Divide up the products & displays the stock based on size, style, and Author’s Books
- Communicate and negotiate various needs and options with merchants and vendors
- Control inventory and check records of sales and stock
- Bookkeeping - maintain meticulous logs of each night’s take
- Organize and detail important mailing list
- Respond to inquiries regarding merchandise
- Maintain a complex filing system including an historical inventory
- Supervise Sales Associates at the event
- Receive shipments and verify all product invoices
- Manage defective inventory and returns to suppliers and claims
- Disseminate /Keep detailed records of products for promotional give-a-ways with Tour Promotions Manager
Merchandise Sales Associate Manager - PT
- Assist Merchandise Manager in sales / promotion on the tour & in office
- Assist in managing on-line Sales and Marketing
- Order products and correspondences with printing / designing companies
- Manage merchandise presentation, sales events, sales promotions and storeroom security
- Sale Merchandise on Tour in all cities & at promotional events
- Assist Merchandise Manager with Promotional give-a-ways
- Assists Merchandise Manager in keeping statistics about ticket sales and costs
- Make sure all merchandise is clean and presented neatly
- Arrange T-shirts, CDs, Poster and all tour products according to tour product setup
- Divide up the products & displays the stock based on size, style, and Author’s Books
- Assist Merchandise Manager in the receiving of shipments and invoice payment timeline
Finance Manager
- Oversee the preparation of financial reports
- Ensure an accurate and timely monthly, quarterly and year end close
- Ensure the timely reporting of all monthly financial information
- Formulate budget estimates in support of program objectives monthly
- Review and interpret accounting and financial management policy, procedures, standards and statutes to ensure compliance
- Monitor and examine accounts, specific appropriations or financial records for account status
- Plan and conduct performance and financial reviews of major Tour Events and entities to evaluate the reliability, effectiveness, and efficiency of the projects and organization
- Make recommendations based on findings that identify cost savings through improved operations; and following up on recommendations to ensure implementation
- Collaborate with other finance department managers (Business Manager, Event Producer, Accountant and Internal Auditor) to support overall department goals and objectives
- Monitor and analyze department work to develop more efficient procedures and use of resources while maintaining a high level of accuracy
- Advise staff regarding the handling of non-routine reporting transactions
- Work with the Controller to ensure a clean and timely yearend audit
- Supervise the general ledger via Accountant to ensure all financial reporting deadlines are met
- Assist in development/ implementation of new procedures to enhance the workflow of the Tour
- Support Controller with special projects and workflow process improvements
- Implement cash management strategies
- Direct the preparation of financial reports that summarize & forecast "Up Close Productions" financial position, such as income statements, balance sheets, & analyses of future earnings or expenses
Sr. Accountant
- Prepare and review budget, revenue, expense, payroll entries, invoices, and other accounting documents
- Prepare profit and loss statements and monthly closing and cost accounting reports
- Compile and analyze financial information to prepare entries to accounts, such as general ledger accounts, and document business transactions.
- Analyze production spending habits, /inquire on new products or services to assist
- Evaluate prices on the products that may be considered for purchase
- Manage records of who owes the company money, when payments are due and tabulating payments when they arrive.
- Contact clients with balances that are overdue, or at least managing those who do.
- Confirm that all records have been reported to government agencies accurately
- Audit employee expense reports and confirm that receipts line up with reported spending
- Establish, maintain, and coordinate the implementation of accounting and accounting control procedures
- Analyze and review budgets and expenditures for local, state, federal, and private funding, contracts, and grants
- Monitor and review accounting and related system reports for accuracy and completeness
- Analyze revenue and expenditure trends and recommend appropriate budget levels to ensure expenditure control
- Explain billing invoices and accounting policies to staff, vendors and clients
- Resolve accounting discrepancies
- Recommend, develop and maintain financial data bases, computer software systems and manual filing systems
- Supervise the input and handling of financial data and reports for "Up Close Productions" automated financial systems.
- Interact with internal and external auditors in completing audits
- Generate reports of Up Close Productions profit and loss for Event Producer/Business Manager
Controller
- Prepare special reports required by regulatory authorities
- Oversee the accounting, audit, and budget departments
- Analyze and interpret Up Close Productions accounting and financial records
- Produce reports to management on the financial operations (sales/revenue) of Up Close Productions and Tour Projects
- Prepare reports on specific operational areas undergoing change or targeted for reorganization
- Establish, coordinate, and administer a plan for the control of operations based on budgets and forecasts received from Business Manager
- Submit a plan to include budgets and forecasts for the entire production company and its component operations, programs for capital investing and financing, cost standards, profit planning, and other factors relating to measuring the financial results of the production company's operations
- Report the financial results of operations to the appropriate government agencies
- Confirm that the accounting system provides the necessary information for the preparation of all tax returns
- Assure proper insurance coverage for all staff, events and venue
- Keep track of relevant government regulations and outside economic and social forces that may affect Up Close Productions operations.
- Work alongside the executive management team and provide informative business financial information
- Coordinate business financial planning and budget management functions