Programming Coordinator

5 months ago

Toronto, Canada The Drake Full time

Celebrating its 20th anniversary this year, The Drake is a growing Canadian hospitality brand focused on lifestyle hotels, food + drink and special events. We’re more than a place to sleep, eat + drink; we believe culture and community matter and are committed to an exceptional hospitality experience delivered in our signature style; one that is genuine, personal, memorable and embraces the energy of discovery. We value honesty and spontaneity because that's the stuff of real connection and believe that hospitality is an act of care. The Drake Hotel (Toronto), Drake Devonshire Inn (Wellington, Prince Edward County), and Drake Motor Inn (Wellington, Prince Edward County) are each reflective of their respective neighbourhoods as inclusive hubs for unique and diverse experiences through art, culture and hospitality with great seasonal menus, a robust cocktail list, carefully curated curiosities, and genuine hospitality excellence for all.

Hailed as one of the best performance art venues in Toronto, the Drake has a reputation for hosting legendary shows and parties, and presenting emerging, local and international DJs and musicians of every genre. We are dedicated to growing our platform to celebrate and amplify the voices of artists and performers while encouraging dialogue, learning and inclusivity. We will continuously revisit and learn what it means to be a safe space for programming, one that includes representation from women, the LGBTQ2+ community, and people of colour.

Working closely with the Musical Director and the Operations teams, you have a diverse skill set ranging from administrative work, research and execution to detailed organization of all behind the scenes elements of a programming department.

**Responsibilities**:
**Booking Logistics**
- Oversee the set up and execution of all live entertainment bookings in the entire building, act as a liaison between external booking agents + Drake Hotel, as well as act as the in-house (Drake Underground early shows) Booking Agent responsible for booking talent.
- Managing the booking calendar for Drake Underground early shows
- Building and facilitating contracts based on offer details communicated via the Music Director
- Maintaining holds for promoters and artists, challenging dates (i.e. reaching out to promoters and artists to release held dates), and communicating holds internally for both early show and late night bookings
- Conducting venue/site tours

**Show Advances + Onsite Show Liaison**
- Coordinating logistics with touring teams and local production managers, including artist hotel stays, riders, green room use, drink tickets and/or bottles, artist meals and restaurant reservations, merch shipments, etc.
- Coordinating curfews between early concerts and late-night shows, ensuring Run of Show is on schedule
- Facilitating tech advances/liaising between artist + touring team and venue A/V Supervisor (tracking down stage plots, input lists, soundcheck schedules, tech specs)
- Serving as an onsite liaison during show day facilitating load in, green room access, floats/drink tickets, bottles, ensuring curfews are adhered to, setup and teardown, etc. for both early and late night shows.
- Facilitating special projects (e.g. NXNE, CMW, CBC Sessions)
- Working with the DH Scheduling Manager to ensure that the venue is properly staffed for every event. This includes all F+B Staff that are required, Bartenders, Bar Support, Servers (if required), Door Staff, Coat Check and Security [remove].
- Attending stakeholder (GM, Programming, Operations) meetings to support a consistent level of communication between departments.

**Marketing**
- Coordinating show announce dates and on-sale promotion with promoter marketing teams
- Rounding up assets and show posters; creating ticket links and writing artist + party bios for website and social media
- Creating website listings (Whats On listings) for all late-night events (both-house DJs and marquee programming) also Drake Underground early shows
- Announcing late night events across all social media platforms
- Ensuring listings are live on external sites (e.g. Now Playing Toronto)
- Organizing ticket giveaways, contests, etc.

**Internal Communications**
- Keeping Tripleseat up-to-date with ALL holds, confirmed bookings, and contract, contact and logístical details for each programming event
- Sending out weekly programming outlooks (incl. ticket forecasts, door times, promoters, etc.) for FOH and tech scheduling needs (as well as cancellation/update communications, when necessary)
- Ensuring ease of communications between Special Events and Programming departments
- Collecting, recording and verifying ticket facility fee payments

**Benefits**

We pride ourselves in providing strong leadership and development opportunities for passionate hospitality professionals who are looking to build rewarding, long-term careers. Drake offers a competitive compensation and benefits package, employee discounts, tra

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