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Event Coordinator Performance Programme - Popular and Contemporary Team

Posted on 11 July 2018

Application closing date 9am on Monday 23rd July 2018

Introduction to Sage Gateshead

Founded in 2004, Sage Gateshead has an international reputation as a new centre for music combining performance, education and participation working across a wide range of musical genres and reaching a broad audience. Founded with a mixed business model, the charity’s turnover of £15million combines, box office, commercial, fundraised income with public subsidy.

Sage Gateshead runs:

  • One of the largest Music Creative Learning Programmes in the UK
  • A Performance Programme of events and festivals across musical genres (folk, classical, rock, indie, jazz, electronic) for 360 days of the year
  • One of the biggest conference and events businesses in the region
  • Royal Northern Sinfonia, the UK’s only full time contract chamber orchestra
  • A folk development agency, Folkworks
  • An iconic visitor attraction, designed by Foster + Partners on the banks of the Tyne with a large public space, three auditoriums and 25 learning spaces.

In 2016/17 Sage Gateshead delivered:

  • 451 performance events
  • 10,609 classes and workshops
  • 112 conferences and events
  • 39 premieres and commissions
  • 11 broadcasts

In 2014 Sage Gateshead completed its first decade. During this period the charity had:

  • 6 million visitors
  • 1.5 million participants
  • 1000 conferences
  • 4000 concerts
  • £283 million of economic benefit to the region

About the role

The Popular and Contemporary Programming team present a varied programme of circa 300 events per year. In addition we produce several major festivals per year. As part of a team of 3 Event Coordinators you will mainly be responsible for ensuring the smooth running and delivery of these events and festivals. There will also be opportunities to be involved in programme planning and take on a producing role for certain events and activities.

The role is varied; for the coordination of events you’ll need excellent attention to detail and the ability to multitask. Liaising with external artist’s agents, promoters and tour managers you will disseminate event information to the relevant departments across the internal organisation in preparation for the event, organise all relevant tasks relating to the event, including booking accommodation, catering, runners, crew, security, piano tunings, shopping for riders and processing invoices, and on the day of the event you’ll be the face on the ground.

You will also have the opportunity to be involved in planning and producing some events and activities and for this we want to hear your great ideas and hope to support you to realise a few of them. At Sage Gateshead we pride ourselves on delivering fantastic events and a high level of artist and audience care. Tasks will range from blue-sky thinking and ideas meetings, to preparing complex financial settlements to making a tired, weary, tour manager a nice cup of tea. No day is the same. It’s a demanding role, but an essential one, and after the audience have cheered and the touring party have left saying they’ll definitely play here again, you’ll know you’ve done a good job.

Job Information

Job Title: Event Coordinator (fixed terms 12 months from date of appointment)
Department & Team: Performance Programme – Popular and Contemporary team
Location: Sage Gateshead; the work will also involve events throughout the North East region
Working Hours: 36 hours per week – will include evening and weekend work
Salary: £20,516 – £23,229 (SCP 22-26) per annum pro rata
Duration of Role: 12 months fixed term contract

Position in Organisation

Reports to: Performance Programme Manager
Responsible for: None
Works in conjunction with: Performance Programme
Budget accountability: N/A

Overall purpose of the job

The purpose of this post is to work alongside the Director of Programming and senior programming team in the planning, coordination and practical delivery of the Popular and Contemporary performance programme, including the Folkworks programme. The Event Coordinator will be involved in some aspects of planning the programme as well as coordinating individual concerts and will be assigned particular special events/festivals/projects to match and/or develop his/her skills and knowledge. He/she may also occasionally act in a producer role working to the Director of Programming.

Main Duties and responsibilities

  • Work with all members of the Popular and Contemporary programming team and a range of artists’ agents, artists, promoters, tour managers, production managers, promoters’ reps and hirers, to accurately and efficiently advance the production on a busy programme of up to 300 events per year. Collate all information and distribute as necessary through Sage Gateshead’s operational systems.
  • Event Coordinators will have the opportunity to contribute ideas and assist in the planning and development of designated special events, festivals, series and projects working closely with the senior programming team. On occasion there will be the opportunity to take on a producing role, involving the research, full booking and delivery of some events/activities under the supervision of the Director of Programming.
  • Keep accurate and up to date financial records relating to the Popular and Contemporary programme and liaise with the Finance Department to ensure that all event-related payments are made as necessary. Help create budgets for events when taking a lead producer role.
  • Work with the Director of Programming and senior PP team to ensure all necessary information is provided for all other departments and team members and that projects involving Creative Learning are coordinated efficiently.
  • Act as on the day Event Manager on Popular & Contemporary events, being a central point of contact for all internal departments and external companies, personnel and artists to ensure the smooth running of events.
  • Close business and review all events in conjunction with the Director of Programming and senior PP team.

In order to be able to deliver the above, further responsibilities are:

  • Maintain good working relationships with all internal departments and external clients including, artist managers, agents, promoter’s reps and producers, regionally, nationally and internationally.
  • Work closely with members of the Tech, Administration, Marketing, Ticket Office, Finance and Creative Learning teams to ensure the smooth administration and delivery of events and a high level of artist and client care, and to maximise attendance / sales.
  • Complete all general admin relating to the event, including applying for Certificates of Sponsorship and Foreign Entertainers Unit Waivers, where necessary.
  • Where necessary, produce or update show settlement on close of ticket office and undertake provisional settlement with visiting company to be signed off by a member of the senior programming team
  • When working as producer, take increased responsibility for devising and implementing activity and negotiating agreements with artists under supervision of Director of Programming or senior PP team members.
  • Task manage additional Artist Liaison/Event runners on Popular and Contemporary events, ensuring they are clearly briefed, have all correct information and provide the best possible service to artists and associated visitors to Sage Gateshead.
  • Complete manual tasks on event days, including towel laundry and restocking tea / coffee/ water etc.
  • Regularly work evenings and weekends as required.
  • Develop an understanding of the wider ecology of the music world nationally and internationally and keep abreast of the popular & contemporary music scene and input into the teams overall planning through the ideas forum.
  • Attend regular operational and planning meetings as required.
  • Act as department rep at selected organisation steering groups.
  • In the event of a fire or other emergency, understand the chain of command and act appropriately to ensure the safety of visiting artists / personnel.
  • Accept appropriate individual responsibility for the observance, promotion and implementation of Child Protection and Safeguarding, Health & Safety and pastoral care.


  • To accept appropriate individual responsibility for the observance, promotion and implementation of Child Protection, Health & Safety, Customer Care, Equality and Diversity, Dignity at Work and other policies with the Trust.
  • Undertake other duties appropriate to the post and in line with the needs of the organisation.

Knowledge, experience and skills required to do job

Essential (required):

  • Degree level qualification or equivalent
  • Broad and demonstrable experience in a similar role with at least 2 years experience of event organisation and/or event or tour management/administration/production.
  • Highly effective administrative skills.
  • High level of numeracy and competence with complex figures.
  • Excellent communication skills, both verbal and written.
  • Ability to work to deadlines and with budgets
  • Good organisational skills and ability to manage own workload
  • Ability to multi-task
  • Able to remain calm and clear thinking under pressure
  • Excellent initiative, resourcefulness and problem solving skills.
  • High level of IT skills – including Microsoft Outlook, Word, Excel and Access
  • Commitment to vision of Sage Gateshead

Desirable (optional):

  • Some experience of programming or specialist knowledge in an area of music.
  • Experience of using Artifax, Tessitura and Exchequer software systems
  • Current Driving Licence

Terms and Conditions

We believe Sage Gateshead is a great place to work – an innovative and friendly environment, where no two days are ever the same.

The salary for this post is £20,516-£23,229 (SCP 22-26).

The holiday entitlement for this post is 33 days pa pro rata (including statutory holidays).

We also offer subsidised parking for staff members, as well as a discount in our café, and access to a voluntary health cash plan, bike to work scheme, childcare vouchers and travel ticket scheme.

How to Apply

Applications must be made on a North Music Trust online application form.

We regret that CV’s cannot be accepted. If you have any queries about your application please contact 0191 443 4624

Download the job description

Completed applications should be returned no later than 9.00am on Monday 23rd July 2018.

Please note this is a 12-month fixed term contract. (12 months from date of appointment).

Interviews will be held on Thursday 26th July

Please note if you have not been contacted by Tuesday 24th July your application has not been successful.