The Concerts Coordinator works with the Concerts Manager (CM) on all aspects of logistical planning for the RPO’s programme of UK concerts, engagements and associated rehearsals; they also support the Director of Artistic Planning & Partnerships (DAPP) and Concerts Director (CD) with longer term artistic plans; and contribute to the general administration of the Concerts Department. This exciting and varied role offers the opportunity to work with a dedicated team of colleagues, world-class musicians and artists at a range of venues around the UK.

Work closely with the Concerts Manager on the day-to-day logistical planning for all UK concerts and events, including:

·       Create and compile detailed event requirements to send to venues and external promoters, including technical details such as amplification, lighting, chairs, music stands, catering, backstage and access requirements
·       Organise instrument hire requirements and coordinate piano tuning times as necessary; source additional technical equipment from outside providers as required
·       Liaise with the Stage Management team to source stage plans for venues, obtain information about transport logistics and load-in times; and apply for truck parking permits as required
·       Work with the RPO’s Community & Education department to ensure that the Orchestra’s requirements are factored into detailed logistical arrangements for Community and Education concerts or workshops
·       Organise hotels and travel for the Orchestra on occasions
·       Update Arts Vision (the Orchestra’s diary database) with event information, including details of artists and repertoire, schedules and marketing information
·       Prepare conductors’ schedules and Orchestra memos as required, in consultation with the CM
·       Collate security and parking lists for all concert venues as required in consultation with the CM and Orchestra Managers
·       Arrange artist flowers for some RPO Own Promotion concerts within London
·       Complete PRS returns as required by venues
·       Raise and forward to the Finance team sales invoice requests for promoters which are in line with contracts, and keep the payment schedule up-to-date
·       Process artist and supplier invoices for approval by the CM

 ·       Prepare contracts for artists in liaison with the CM and other Concerts Department colleagues
·       Provide appropriate visa documentation for artists as required, and assist foreign agents with information relating to visas and Foreign Entertainers’ tax where necessary
·       Organise hotels and travel for engaged artists as required
·       In consultation with the CM, communicate with artists and agents to disseminate detailed logistical information, including schedules, rehearsals and instrument requirements
·       Liaise with artists and agents regarding ancillary activity around concerts including open rehearsals, education workshops and pre-concert talks

·       Act as the central point of contact for some external hires and education projects, issue contracts and invoices as required, ensure the Orchestra’s requirements are factored into all logistical planning and attend events on the day

·       In consultation with the CM, produce the first draft of the monthly booking and long term schedules, reflect revisions required by the CM, CD and DAPP and format the final schedule for distribution to the Orchestra and all other relevant parties
·       Produce schedule amendments as required
·       Upload schedule documents onto the company Intranet as required
·       Update the Orchestra calendar feed with amendments as required

·       Input planning information into Arts Vision and ensure that all information relating to the Orchestra’s UK work schedule is kept up-to-date
·       Research and book rehearsal venues and be responsible for giving the venues all orchestral requirements for the date

·       Assist Orchestra Managers with booking of audition venues and accompanists where necessary
·       Send out letters and communications to audition candidates informing them of the status of their application, as directed by Section Leaders and Principals
·       Provide administrative support, as required, throughout each audition process for the Orchestra Managers

Other departmental duties as required:

·       Act as a departmental representative, attending events on the day as required
·       Assist with the correspondence of the CD, DAPP and CM and answer general enquiries from members of the Orchestra, agents, venues, promoters and general public as required
·       Participate in staff team activities and training
·       Contribute to the overall development of the RPO Concerts Department
·       Undertake such other duties as may reasonably be required by the Company