What are the responsibilities and job description for the Concerts Booking Coordinator position at Ryman Hospitality Properties?
As a Concerts Booking Coordinator, you'll work closely with booking managers and venue leadership on daily administrative duties to support live music programming in our iconic music venues. You'll prepare offers, review contracts, generate settlement forms, maintain reports, track financials, and assist with calendar management. You'll also serve as a key liaison between internal teams and external partners, including agents, managers, and promoter partners. As the ideal candidate, you will bring strong attention to detail and organizational skills, experience in live event or entertainment administration, and a passion for live music.
- Generate and update settlement forms for all concerts booked through assigned departments.
- Assist with VIP settlements and charity fee payments.
- Review box office build forms for all concerts for accuracy.
- Review and redline contracts for concerts and private events in accordance with approved deal terms and internal guidelines; route for leadership review and execution.
- Create and execute copro and rental agreement documents with various promoters, partners, and clients.
- Maintain utilization reports and other related financial reports, including the booking pace report, in conjunction with concert team leadership.
- Prepare and distribute comparisons of proforma versus actual show results for leadership budget review.
- Maintain physical and/or digital show folders to ensure all essential documents are in place, including but not limited to contracts, riders, and other paperwork. Distribute information to relevant departments.
- Review concert offers submitted by promoter partners and other clients. Accurately input and maintain offer data into the booking and management tracking system. Proactively follow up on leads to support venue booking goals.
- Assist with maintaining venue booking calendar for concerts and special/private events in shared calendar systems. Correspond regarding availability and holds, and track challenges.
- Create and distribute show confirmation sheets with the necessary information for departments such as production, marketing, and ticketing.
- Track, code, and submit invoices and expense reports for booking-related transactions. Process and track deposits and final payments for concerts at assigned venues. Maintain files and tracking systems to support an efficient workflow, accurate documentation, and cross-departmental visibility.
- Assist with the coordination and execution of events as assigned. May serve as venue contact/liaison for various internal and external partners/vendors.
- Support team by scheduling meetings and travel arrangements, and maintaining office supplies as needed.
- Perform other duties as assigned.
- High school diploma or equivalent required
- 2 years of administrative experience required
- Experience in events or concert industry, with ticketing experience preferred
- Experience using a booking and show management tracking system, such as Prism, preferred
- Effective interpersonal, written, and verbal communication skills
- High attention to detail and superior organizational skills required
- Ability to handle confidential information
- Proficient with Microsoft Office (Outlook, Word, Excel, etc.)