Supervisor, Events

**Supervisor, Events (A&E Venues)**

**Job**S**tatus**:
Permanent Full-Time

**Pay & Grade**:
$83,997 - $104,997 annually **Grade**:**9 (under review)

**Hours** of Work**:
35 Hours per week

**Initial location**:
Conrad Centre for the Performing Arts (CCPA)

**Posting period**:
**Overview**

Arts & Entertainment is a newly formed division that sits within Economic Development and includes three units - Arts & Creative Industries, Special Events, and Arts & Entertainment Venues (A&E Venues). The A&E Venues team is responsible for providing venue management and operational support to the arts and entertainment venues owned by the City of Kitchener.

Initially reporting to the Director of Arts & Entertainment, the Supervisor of Events (A&E Venues) acts as an account manager and primary contact for event organizers and presenters/promoters at the Conrad Centre for the Performing Arts (CCPA) and other City-owned-and-operated arts and entertainment venues (e.g., Victoria Park Pavilion/VPP). Ensuring seamless experiences and successful event execution from start to finish, this role plays a critical part in fostering a vibrant community by supporting performing arts and entertainment events.

The Supervisor of Events works closely with other internal full-time and part-time staff (e.g., Special Events, Arts & Creative Industries, etc.) as well as external parties (e.g., production companies, vendors, etc.) to produce and facilitate events that ultimately contribute to the quality and economic wellbeing of the City. Working hours will likely increase during peak seasons and periods of high demand for events, shows, and bookings.

**Responsibilities**
- Provide venue management support to arts organizations, presenters, promoters, renters, and event organizers as they use the CCPA and other A&E Venues (e.g., Victoria Park Pavilion) to bring their events to life.
- Responsible for the oversight and execution of events, leading a team that delivers exceptional experiences to presenters, patrons, and all invested groups.
- Overarching support to users as they work through the contracting, operations, and event services steps, including event file administration, staffing, emergency procedures, food and beverage needs, etc.
- Responsible for managing all aspects of the event file, including the rental agreement, certificate of insurance, event timeline, seating charts and diagrams, production riders, ticket scaling and other ticketing reports, required permits, event settlement sheets, staffing schedule, incident reports, post-event evaluation, etc.
- Maintains a high level of professionalism and courtesy with all user groups, and acts as a primary point of contact with artists, vendors, staff, clients, etc.
- Once an event is firm in the yearly calendar, the Supervisor of Events becomes the primary contact for presenters and organizers and is responsible for advancing events in other markets, when required.
- Involved in the preparation of contracts and supports contract fulfillment (i.e., understands technical and production riders).
- Works with the user to confirm ticketing needs with the box office.
- Coordinates event services (e.g., front of house staffing, food and beverage services, etc.).
- Leads crowd management planning discussions to ensure that patrons, staff, talent, and all invested groups are safe while on the premises.
- Develops and enforces safety protocols, crowd management, and emergency response procedures with corporate security and Facilities Management (FM).
- Collaborates with corporate and third-party security personnel, when required, to maintain a safe environment during events.
- Directly supervises the work of front of house Event Attendants (Arts & Entertainment), with full responsibility for interviewing and selection, orientation and training, guidance and direction, and performance management up to and including recommending termination.
- Answers questions from staff after regular business hours.
- Creates short
- and long-term staffing plans with the Arts & Entertainment management team.
- Reviews the yearly planner of the CCPA and works with the Supervisor of Venue Services to maximize utilization and revenue while reducing operating costs.
- Develops and fosters relationships with existing and potential users to retain business.
- Tracks facility usage and other Key Performance Indicator (KPI) data; creates reports to support recommendations for opportunities and/or process efficiencies.
- Supervises accounts payable and receivable, monthly variance reviews, and financial reporting functions for facility event contracts and rentals.
- Plans and leads a variety of management and staff meetings to establish and maintain a team culture of communication.
- Develops best practices and procedures to engage and inspire staff; ensures staff works together to provide high levels of customer service.
- Resolves escalated concerns and responds to inquiries, complaints, and requests.
- Probl