Project Coördinator

Booker of Fascination Vacature tekst

Join us on our voyage At The Fireflies, we’re looking for a Booker of Fascination to join our team of ‘Guiding Lights’. We are in search of someone who brings clients, artists, and the world of entertainment together. Someone who thrives at the heart of the action and helps us bring our ‘Journeys of Fascination’ to life. If you love being at the centre of it all, balancing creativity, commerce, production and coordination, this might just be your perfect match!

We are specialists in creating surprising line‑ups and programming for (mainly) corporate events. We create conceptual worlds, develop lineups, take care of bookings, produce entertainment and are our clients Guiding Lights during pre‑production and showtime. Our clients are corporates, venues and event agencies from the Netherlands and beyond. Their request? ‘Unleash your creativity and expertise and create a Journey of Fascination for our guests’!

What will you do?
Account management You understand a creative briefing, which you deep dive into together with a creative. The creative will work on the creative proposal, which you then translate into structure. When a new request comes in, you are on the forefront to connect with the client, to understand not just what they want, but why you read between the lines, uncovering the question behind the question.

This way you help our creative team design a programme that truly resonates.

You:

• know how to identify the needs of (potential) clients. By asking the right questions, you uncover their true goals and help translate them into creative and feasible possibilities.
• manage client inquiries and act as their main point of contact throughout the sales process, from receiving the briefing to follow‑ups and proposals.
• Together with our Creative team, you build entertainment proposals that surprise and inspire, while keeping the concept aligned with client goals and feasibility.
• take ownership of translating the creative concept into a clear and structured financial proposal. You ensure that both the cost side and the pricing are accurate, keeping a close eye on margins to guarantee profitability for each project.
• manage client contracts and invoice scheduling
• attend (larger) productions as part of building strong, long‑term relationships with clients, gaining valuable insight into our services and translating those learnings into future projects.

Bookings & Artist Relations You are the first point of contact for artists and suppliers when a new request comes in. You initiate contact, check availability and negotiate fees and conditions. You also align essential production aspects in the early stages so the process runs smoothly before our Producers take over. Thanks to your organisational talent and attention to detail, you lay the groundwork for successful delivery.

You:

• Are the main contact for artists from the moment a request comes in.
• Contact artists, discuss availability, negotiate fees and confirm bookings.
• Secure options for specific acts, performers, props and any other items named in the creative proposal to guarantee availability of promised elements.
• Confirm suppliers and artists with a Purchase Order (PO) and manage these confirmations in our management software, up to handover to the Producer.
• Actively maintain and grow our network of artists and recommend new contacts where relevant.
• Maintain and develop our database of talent and acts

Production Once the deal is signed, you initiate the pre‑production phase. This is where your careful preparation pays off. Before the project lands with the producer, you ensure they receive what we like to call a “cadeautje‑in‑de‑inbox” - a perfectly prepared package of all the information, bookings, and details needed for a seamless handover.

• When time allows it, you support our producers to ensure that performers receive timely briefings, riders and necessary information before the show.

Who are you?

• A proactive and structured organiser who enjoys being the backbone of a creative process.
• Has previous experience in artist bookings in the Netherlands, supplier negotiation and event production.
• Commerciall…