The Touring and Logistics Manager is responsible for creating the logistical plan for all touring and residencies as well as the execution of day-to-day operations including managing all Philadelphia Orchestra subscription programs and special concert productions in all venues at The Kimmel Center.
The Touring and Logistics Manager reports to the Creative Director of Operations. The Touring and Logistics Manager works closely with the Orchestra General Manager, Director of Orchestra Personnel, Assistant Personnel Manager, Artistic, Development, Collaborative Learning, and Marketing departments and Kimmel Center operations staff.
- Manage tour and residency planning and execution, including creating itineraries, arranging travel and lodging, working with vendors to control costs and maintain accurate budgets.
- Collaborate with all departments on residency planning, execution and implementation.
- Collaborate with the Executive Vice President of Orchestra Advancement and the Orchestra General Manager to draft, review, and execute contracts with tour and residency partners.
- Assist the Creative Director of Operations with the production and execution of all concerts in all spaces of the Kimmel Center, including equipment and instrument rentals, creating supertitles and calling cues, collaborating with stage manager and artistic department on stage plots, supervising stage crew and hiring extra stagehand labor as needed.5. Work with media partners in scheduling labor and production needs associated with broadcasts, IMAG, audio and video recordings. Collaborate with Creative Director of Operations, artistic and marketing departments on determining seat kills, choir loft and stage extension usage.
- Manage Kimmel Center space usage for The Philadelphia Orchestra, processing booking inquiries from Philadelphia Orchestra staff including chorus rehearsals and warm-up spaces, audition times, tech-holds, receptions, meetings and special events. Ensure current season calendar of events and Kimmel Center calendar correctly reflect Philadelphia Orchestra use and needs. Manage room requests for musicians and maintain sign-up sheet system.
- Manage musician instrument insurance policy including updates, claims and billing. Maintain Orchestra-owned instruments and equipment, piano tuning and selection schedules and distribution of keys for instrument and wardrobe lockers and Philadelphia Orchestra spaces in The Kimmel Center.
- Lead weekly production meetings, communicating cross-departmentally with artistic, operations, personnel, marketing, development, public relations, media and Kimmel Center staff. Attend bi-weekly library meetings with operations and artistic staff.
- Create, edit and distribute season date book and summer date book pages, in both printed and electronic versions.
- Execute administrative duties related to production activities including, but not limited to, check requests/invoices, printing and posting of production sheets, photographing, filing and archiving of completed programs and creating concert duty reports as well as ordering production-related consumables.
- Track contract-stipulated events such as open rehearsals, sound checks and other programmatic-dependent counts.
- Oversee and collaborate with Digital Media, Public Relations and Artistic regarding interviews, photo shoots, news, live and audio recordings.
- Conduct site visits as required in advance of any non-Verizon Hall concerts.
- Assist Director of Orchestra Personnel with creating contracts, digitizing records, creating templates and spreadsheets, posting seatings, memos, ordering office supplies and supplies for the Musician Lounge.
- Participate in concert duty rotation with Creative Director of Operations.
Bachelor’s degree required with at least three (3) years prior experience in orchestra production and administration required, or relevant combination of education and/or training and experience.
- Ability to execute the creative vision of the Music Director, President and other production partners.
- Experience with tour planning and execution involving large arts organizations.
- Ability to read music and familiarity with orchestral repertoire.
- Experience with multimedia productions and/or theatrical productions.
- Excellent interpersonal and communication skills and a proven team leader.
- Working knowledge of Microsoft Office (extensive Excel experience) and OPAS.
- Ability to provide responsive delivery of ideas, options, and department communication follow-through with others.
- Proven problem-solving skills in high-pressure environment.
- Strong organizational skills with ability to multi-task and prioritize multiple projects in a fast-paced environment.
Working Conditions / Physical Demands
Routine for office environment. The employee will be required to travel with the Orchestra off-site on run-outs, tours and residencies, domestic and international, and will perform the essential functions of the job during evening and weekend concerts.