POSITION: Event Manager

REPORTS TO: Senior Director of Programming & Production

SUPERVISORY RESPONSIBILITIES: None

FLSA Status: Exempt; Full-Time

DEPARTMENT: Event Services

LOCATION: On-site, Knoxville, TN

JOB SUMMARY:

Reporting directly to the Sr. Director of Programming & Production, the Event Manager manages events from booking through settlement for the Historic Tennessee Theatre Foundation (HTTF), a nonprofit organization operating the Tennessee Theatre and the adjoining facility at 612 S. Gay Street. Events include touring concerts, comedy, and Broadway productions; recurring rental clients such as the Knoxville Symphony Orchestra (KSO), Knoxville Opera, and Knoxville Jazz Orchestra; private and corporate rentals; and Theatre-produced, Education and Outreach, and community events.

The Event Manager exercises independent judgment on financial, operational, and contractual matters that directly affect Theatre operations and the client experience. The role works closely with the Theatre’s talent buyer, Live Nation; artist agents, managers, and touring personnel; rental clients and community partners; and staff across all Theatre departments, and supports the Event Services department with administrative work related to event management.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Booking & Calendar Management

• Collaborate with the Sr. Director of Programming & Production on booking touring events, including booking meetings, ongoing communication with Live Nation, and evaluating offers using industry knowledge and historical data.
• Respond to inquiries for new and returning rental events, provide information about Theatre use, and prepare detailed event estimates.
• Maintain accurate calendar details for assigned events in coordination with the Event Services team, including removing unused holds and promptly flagging booking conflicts or date challenges.
• Communicate and document confirmed events with other Theatre departments.

Contracts & Event Finances

• Review, edit, and process touring contracts, riders, and rental agreements, along with related paperwork such as certificates of insurance, independently interpreting contractual requirements and determining appropriate operational responses.
• Collect and document deposits for touring and rental events.
• Ensure event expenses remain within budget and comply with contract terms.

Advancing & Event Execution

• Advance touring and non-touring events, in collaboration with staff where applicable, gathering each event’s needs and disseminating them to all relevant departments in a timely manner.
• Coordinate event logistics, including arrival times, load-ins, performance times, and special instructions, and enter advance and production details in the Theatre’s event management software.
• Meet with rental clients to develop detailed event plans, timelines, and schedules based on client needs and Theatre policies.
• Collaborate with the Catering & Hospitality Manager to ensure BOH catering, hospitality, and client food and beverage needs are met.
• Coordinate with other Theatre departments on internal events (such as Marquee Awards, Summer and Holiday Movies, Mighty Musical Monday, Open Houses, Donor Receptions, and Kids/Family Events), providing support and resources as needed.
• Serve as the primary point of contact for touring personnel and rental clients in advance and on event days, facilitating communication between BOH and FOH and delivering exceptional customer service that encourages repeat business.
• Facilitate assigned segments of the weekly production meeting and use post-show reports to anticipate gaps, resolve problems, and troubleshoot issues collaboratively.

Settlement & Closeout

• Complete settlements for touring events, including Broadway productions, on the day of show or at the appointed time, resolving discrepancies and confirming final payments to the artist or production.
• Prepare final invoices for rental clients and deliver them, with supporting documentation, to the client and Finance.
• Collect expense documentation and submit a completed digital show folder and final payment instructions to Finance for each event, ensuring every event is fully closed out.
• Generate and submit required touring reports (PRO, Pollstar, etc.).

Department Administration

• Support the Event Services department with administrative tasks related to event management, including contract and paperwork tracking, data entry, record keeping in the event management system and shared files, and invoice and payment follow-up.
• Assist in developing, updating, and following department templates, standard operating procedures, and process documents.
• Provide coverage for other members of the Event Services team on assigned events, settlements, or administrative work, and complete other relevant duties as assigned.

EDUCATION AND EXPERIENCE:

• Associate’s degree required; Bachelor’s degree preferred.
• 3–5 years of experience managing touring and/or rental event contracts, advance production, event finances, and show settlements within a live performance venue (preferred).

KNOWLEDGE, SKILLS, & ABILITIES:

• Contracts & Settlement: Understands touring and rental event execution from contracting through settlement and closeout.
• Planning & Calendar Management: Ability to manage a multi-faceted calendar across two buildings in alignment with the Theatre’s programmatic, financial, and mission-driven objectives.
• Logistics: Ability to manage an event’s logistical needs before, during, and after the event.
• Organization & Time Management: Ability to prioritize across concurrent events, maintain accurate records, and track documents and deadlines.
• Computer Skills: Proficiency in Microsoft Office applications, including Word, Excel, Teams, and Outlook; ability to learn and become proficient in industry-specific software, including event management platforms.
• Communication: Ability to communicate clearly, concisely, and accurately, orally and in writing, with various individuals and groups.
• Independence: Ability to self-motivate and carry out assignments with minimal supervision while working under pressure and meeting strict deadlines.
• Confidentiality: Ability to identify and maintain confidential information.

COMPETENCIES:

• Judgment & Decision-Making: Independently evaluates complex event requirements and resolves time-sensitive issues with financial and operational impact.
• Problem Solving & Foresight: Anticipates and addresses issues before they intensify, de-escalates tense situations, and communicates with a clear, respectful, and calm tone.
• Attention to Detail: Maintains accuracy in record keeping, finances, and contracts.
• Mathematical Reasoning: Uses mathematical techniques to calculate data and solve practical problems.
• Relationship Building & Teamwork: Builds constructive working relationships with a wide range of people, characterized by cooperation and mutual respect.
• Results Focus & Initiative: Focuses on desired outcomes and how best to achieve them.
• Leadership: Promotes the organization’s mission and goals and shows the way to achieve them.

PHYSICAL REQUIREMENTS:

• Ability to work irregular and extended hours, including evenings, late-night shifts, weekends, and holidays, as directed by supervisor to fulfill the needs of the Theatre.
• Ability to stand and walk for extended periods, including on stairs between multiple floors and buildings.
• Capability to lift and carry up to 30 pounds, including equipment, signage, and other materials.
• Regular use of hands and fingers to handle objects, tools, or controls and to enter text or data using a keyboard.
• Ability to clearly communicate verbally, in writing, in person, and over the phone.
• Ability to hear clearly in different environments, including in person, by phone, and over other sounds to understand and distinguish speech and/or other sounds.
• Clarity of vision at approximately 20 inches or less, including use of computers.

ABOUT THE TENNESSEE THEATRE

The Tennessee Theatre is an ornate, 1600-seat historic movie palace fully renovated into a multi-purpose performing arts venue. With over 220 booked days, it hosts more than 175 events annually, ranging from touring concerts, comedy, and Broadway; resident symphony, opera, and jazz performances; classic movies; children and family events; patron events; and private rental events. It is a treasured architectural landmark, a cultural cornerstone of the region, and an entertainment destination beloved by generations of audiences. The HTTF mission is to preserve, maintain, and operate the Official State Theatre of Tennessee as an arts and entertainment cornerstone for the cultural enrichment and enjoyment of all.

The Theatre has recently acquired and renovated a neighboring building (24,000 sf spread over seven levels) that is physically connected to the Theatre building and used primarily to enhance and expand Theatre programming (pre- and post-show receptions, private intermission lounges, rehearsal and educational spaces, and more) as well as additional private rental use.

The Historic Tennessee Theatre Foundation is committed to creating a welcoming and inclusive environment for all individuals. We celebrate diversity and are dedicated to fostering an atmosphere free from discrimination. We believe this enriches our organization and enhances our ability to fulfill our mission. Discrimination in any form is not tolerated, and we encourage all qualified individuals to apply for opportunities with us.

DISCLAIMER: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. This job description does not in any way constitute a contract or guarantee of employment.