Stage Production Project Manager

This is a Full Time Job

Insomniac - Project Manager, Site Production

THE ROLE

Insomniac Events is seeking a highly motivated and proactive Stage Production Project Manager to join the Stage Production team in Los Angeles. We are seeking a Stage Production Project Manager to support the functions of Insomniac's Stage Production Department. This position reports to the Stage Producer. This is not a remote position.

RESPONSIBILITIES
• Become familiar with stage drawings, specifications and other documents concerning assigned projects
• Build and evolve production folders for each festival
• Maintain vendor database with regular updates
• Update and manage Stage production dropbox
• Take notes and relay tasks from stage production-related meetings
• Update and distribute music & staging guides, calendars, vendor sheets, crew sheets, design due dates, etc.
• Arrange and coordinate all US visas needed for Insomniac
• Coordinate/track shipping schedules, and send warehouse shipping list
• Manage and execute show advancing and scheduling with vendors and stage managers (machinery, labor, power, offices, credentials, meals, parking, radios, vehicles, barricade, internet, fencing, photo lifts, quartermaster items, travel, etc)
• Review, red-line, and approve submitted advances
• Coordinate & distribute stage drawings, engineering, pixel maps, lighting plots/patch, audio plots SFX plots from vendors
• Send stage managers stage designs, schedules, and all other necessary, relevant info
• Send stage vendors the stage schedules and coordinate any scheduling discrepancies
• Maintaining Executive Producer's calendar, working with other executive assistants in scheduling and setting site visits, meetings, and issuing reminders
• Attend site visits with Executive Producer, attend meetings, and produce digital minutes/reminders e.g. stage production meetings, Fire Marshall, county, venue officials, etc
• Collect Stage Engineering & Fire Certs for all stages and structures
• Submit Engineering to County – pay for and obtain event permits
• Coordinate writing of SWAP and other documentations
• Work with Stage Producer and Technical Production Manager to advance technical riders with artists & agents and collate information into stage specific folders
• Assist with various artist correspondence with artists such as SFX allocations, additional SFX ordering, LD/ VJ programming, sound check scheduling, artist NDA's, watermarked stage drawings, etc
• Assist with writing and distributing artist production packs for Artists
• Collate and print stage production packs for stage managers and DJ techs
• Collate artist backline/ DJ gear/ power / crew needs
• Liaise with talent department and artist relations
• Provide Executive Producer support with expenses, travel and entertainment booking
• Collect P-card and T&E card receipts – submit expenses regularly
• Gather production vendor quotes/invoices in order to forecast/finalize budgets
• Collect, submit, track, and store invoices
• Track down all custom video content
• Collaborate with Entertainment Dept. to discuss stage access for performers
• Track and submit guest list requests for the Stage Production Dept
• Send stage photo requests
• Execute day to day tasks as needed

On-Site
• Print all office items and Stage Manager items (SWAP's, emergency messages, set times, etc)
• Build out & purchase items for production kits
• Monitor sizes and placements of structures, stages, FOH, fencing, barricade, etc.
• Routinely check all stages and site builds to ensure accuracy and safety – handle rush purchases for all last minute stage/site needs
• Meet with stage managers and vendors before show – see what stage elements need to be fixed or changed
• Take notes in real-time for After Action Report
• Track & collect all production items used or lent & return to site ops
• Pack up road cases/road packs
• Collect all notes from stage managers for After Action Report post-show

International Shows
• Collect and track travel lists
• Send out, collect, compile, and distribute department & vendor riders/advances
• Build out and confirm Insomniac International Riders (office spaces & their locations, vehicles, power, internet, tables, chairs, translators, etc)
• Manage, operate, and distribute all show advancing & scheduling needs for all departments (credentials, meals, parking, radios, vehicles, machinery, labor, power, comm, offices, artist rooms, barricade, internet, photo lifts, etc)
• Handle all Production & Operations needs (determine radio channel stacks, credential types/access/distribution, catering meal times and menus, security needs & concerns, photo & film credentialing/access, artist relations assistance, stage production, site operations, health and safety, etc)
• Obtain visas (determine visa processes & timelines with partners, collect passport information from all staff, distribute & collect all necessary paperwork, coordinate consulate deliveries, etc)
• Book, track, and manage all travel (flights, hotel, ground transportation {to and from airport / to and from venue})
• Track trucking/freight/load-unload schedules
• Coordinate production meetings pre-show and during show
• Print and distribute all necessary office information
• Be the production/operations catch-all, answer and solve all show needs for all departments and vendors
• Manage and assist Guest List operations (build & share guest list template, update and distribute, create and send out guest list confirmations, assist operation)
• Coordinate accounting reimbursables – assist with settling all departments involved
• Set up After Action meeting – Collect all notes

QUALIFICATIONS
• 2+ years' experience with festival production and operations
• Excellent organizational skills
• Detail-oriented and able to coordinate multiple work streams under deadline pressure
• Ability to take initiative, problem solve and perform research
• Knowledge of the principles of target marketing
• Extensive knowledge of Microsoft Office programs, particularly MS Excel and PowerPoint
• General knowledge of live entertainment and Insomniac brands/shows
• Knowledge of concert promotion and live event business is a plus
• Some travel may be required

WORK ENVIRONMENT
• Must be able to tolerate loud noise levels & busy environments
• May work in drastic temperature climates
• Must be willing to work during evening and weekend hours, as required, to meet deadlines

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.

EQUAL EMPLOYMENT OPPORTUNITY

We aspire to build teams that reflect and support the fans and artists we serve. Every day we aim to promote environments where everyone can be themselves, contribute fully, and thrive within our company and at our events. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.

Insomniac strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (

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