Bookings Coordinator

Overview

Bookings Coordinator sought by Artrix Theatre, a vibrant and dynamic arts venue offering live performances, films, and community events. Located in Bromsgrove, the venue provides a welcoming space for both established and emerging talent, and an inclusive platform for the local community to engage with the arts.

Responsibilities

• Work closely with the Lead Trustee to manage the booking of all theatre performances, events, and community activities.
• Coordinate all logistical aspects of booked events, including scheduling, staffing notifications, and passing on safeguarding and technical requirements.
• Quote booking terms, fees, and contracts, ensuring clarity and fairness from a pre-provided framework.
• Assist the Lead Trustee with input to and updating of the Venue Management system.
• Maintain strong relationships with community room hirers, promoters, artists, and production teams to facilitate smooth event execution.
• Prepare event information for marketing, including schedules, performer details, and event-specific requirements.
• Collaborate with the Technical Manager to ensure all production requirements are met (technical, staging, lighting, sound).
• Work with the lead volunteer to adhere to safeguarding measures.
• Liaise with the Venue Manager to ensure spaces are prepared to specification.
• Monitor the smooth operation of events on the day of performance if on-site.
• Collect feedback from bookers and report to the Operations Team.
• Collaborate with Marketing and Box Office teams to promote upcoming events and ensure ticket sales are on track.
• Report to the Lead Trustee and Operations Team on bookings, operational issues, and opportunities for growth or improvement in programming.
• Carry out associated administrative duties: maintain bookings calendar, process booking forms and contracts, prepare event paperwork, load show information, invoice and check deposits/fees, and prepare financial summary statements and net income.

Essential Skills & Experience

• Experience in a similar role within theatre, hospitality, arts, or event management.
• Strong understanding of theatre operations, technical requirements, and logistics.
• Excellent communication skills to liaise with performers, promoters, staff, and the public.
• Strong organisational skills with the ability to manage multiple events simultaneously.
• Proficiency in Microsoft Office and venue booking systems (experience with Patronbase or similar software is an advantage, but training will be given).
• Proactive, problem-solving approach with excellent attention to detail.
• Ability to work under pressure and remain calm during busy periods.
• Flexibility to work evenings and weekends as required by the event schedule.
• Experience of invoicing and financial statement preparation.

Desirable Skills

• Knowledge of the performing arts industry and current trends.
• Experience negotiating contracts and managing budgets.
• Familiarity with health and safety regulations within a theatre or event context.

Benefits

• C£25-30K salary, negotiable depending on experience
• 22 days + statutory holiday, rising with service to 25 days
• Free onsite parking
• Nest pension
• 35 hours per week (some evenings and weekends required)
• A supportive and creative working environment within an established cultural hub
• Opportunity to be involved in diverse, exciting projects and events
• Chance to contribute to growth and success of a community-focused venue
• Opportunities for professional development and growth within the arts sector

Bromsgrove, Worcestershire