Event Manager

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Knoxville, TN, US

Salary Range: $49,072.00 To $58,656.00 Annually

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

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.

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.
• 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…