Insomniac Project Manager, Stage Production

Become familiar with stage drawings, specifications and other documents concerning assigned projects

Build and evolve production folders for each festival

Maintain vendor database with regular updates

Update and manage Stage production dropbox

Take notes and relay tasks from stage production-related meetings

Update and distribute music & staging guides, calendars, vendor sheets, crew sheets, design due dates, etc.

Arrange and coordinate all US visas needed for Insomniac

Manage/track shipping schedules, and send warehouse shipping list

Manage and execute show advancing and scheduling with vendors and stage managers (machinery, labor, power, offices, credentials, meals, parking, radios, vehicles, barricade, internet, fencing, photo lifts, quartermaster items, travel, etc)

Review, red-line, and approve submitted advances

Manage & distribute stage drawings, engineering, pixel maps, lighting plots/patch, audio plots SFX plots from vendors

Send stage managers stage designs, schedules, and all other necessary, relevant info

Send stage vendors the stage schedules and coordinate any scheduling discrepancies

Maintain Executive Producer’s calendar, working with other executive assistants in scheduling and setting site visits, meetings, and issuing reminders

Attend site visits with Executive Producer, attend meetings, and produce digital minutes/reminders e.g. stage production meetings, Fire Marshall, county, venue officials, etc

Collect Stage Engineering & Fire Certs for all stages and structures

Submit Engineering to County – pay for and obtain event permits

Coordinate writing of SWAP and other documentations

Partner with Stage Producer and Technical Production Manager to advance technical riders with artists & agents and collate information into stage specific folders

Assist with various artist correspondence with artists such as SFX allocations, additional SFX ordering, LD/ VJ programming, sound check scheduling, artist NDA’s, watermarked stage drawings, etc

Assist with writing and distributing artist production packs for Artists

Collate and print stage production packs for stage managers and DJ tech

Collate artist backline/ DJ gear/ power / crew needs

Liaise with talent department and artist relations

Provide Executive Producer support with expenses, travel and entertainment booking

Collect P-card and T&E card receipts – submit expenses regularly

Gather production vendor quotes/invoices in order to forecast/finalize budgets

Collect, submit, track, and store invoices

Track down all custom video content

Collaborate with Entertainment Dept.

to discuss stage access for performers

Track and submit guest list requests for the Stage Production Dept

Send stage photo requests

Execute day to day tasks as needed

Print all office items and Stage Manager items (SWAP’s, emergency messages, set times, etc)

Build out & purchase items for production kits

Monitor sizes and placements of structures, stages, FOH, fencing, barricade, etc.

Routinely check all stages and site builds to ensure accuracy and safety – handle rush purchases for all last minute stage/site needs

Meet with stage managers and vendors before show – see what stage elements need to be fixed or changed

Take notes in real-time for After Action Report

Track & collect all production items used or lent & return to site ops

Pack up road cases/road packs

Collect all notes from stage managers for After Action Report post-show

Collect and track travel lists

Send out, collect, compile, and distribute department & vendor riders/advances

Build out and confirm Insomniac International Riders (office spaces & their locations, vehicles, power, internet, tables, chairs, translators, etc)

Manage, operate, and distribute all show advancing & scheduling needs for all departments (credentials, meals, parking, radios, vehicles, machinery, labor, power, comm, offices, artist rooms, barricade, internet, photo lifts, etc)

Handle all Production & Operations needs (determine radio channel stacks, credential types/access/distribution, catering meal times and menus, security needs & concerns, photo & film credentialing/access, artist relations assistance, stage production, site operations, health and safety, etc)

Obtain visas (determine visa processes & timelines with partners, collect passport information from all staff, distribute & collect all necessary paperwork, coordinate consulate deliveries, etc)

Book, track, and manage all travel (flights, hotel, ground transportation {to and from airport / to and from venue})

Track trucking/freight/load-unload schedules

Coordinate production meetings pre-show and during show

Print and distribute all necessary office information

Be the production/operations catch-all, answer and solve all show needs for all departments and vendors

Manage and assist Guest List operations (build & share guest list template, update and distribute, create and send out guest list confirmations, assist operation)

Coordinate accounting reimbursables – assist with settling all departments involved

Set up After Action meeting – Collect all notes

3+ years’ experience with festival production and operations

Excellent organizational skills

Detail-oriented and able to coordinate multiple work streams under deadline pressure

Ability to take initiative, problem solve and perform research

Knowledge of the principles of target marketing

Extensive knowledge of Microsoft Office programs, particularly MS Excel and PowerPoint

General knowledge of live entertainment and Insomniac brands/shows

Knowledge of concert promotion and live event business is a plus

Some travel may be required

Must be able to tolerate loud noise levels & busy environments

May work in drastic temperature climates

Must be willing to work during evening and weekend hours, as required, to meet deadlines