Artistic and Hospitality Coordinator

The Artistic and Hospitality Coordinator (AHC) role reports to the Director of Production & Orchestra Operations (DPO) and works closely with the Production Manager/Technical Supervisor and Classical Tahoe (CT) Staff-at-large. The role will be performed according to the customary duties and responsibilities of an Artistic and Hospitality Coordinator, as determined by CT, and will include, but not be limited to:

Oversee Guest Artist/Conductor relations during the Festival
– Prepare and communicate artist itineraries for all guest artists (5), conductors (2), Dance Collective and Brubeck Jazz Summit(BJS) faculty (4), artistic directors (2) and Brubeck Legacy Trio and/or to management including local housing, transportation and general schedule, from time of arrival through to departure
– Coordinate Guest Artist/Conductor transport
– Provide transport to/from airport and all scheduled activities as needed
– Coordinate guest artist and conductor rental car & key pick-up and returns, plus transfers each week between departing/arriving guest artists/conductors
– Forward any special requests for staging, technical setups, etc. from guest artists/conductors to Production Manager/Technical Supervisor
– Set up Artist Green Room (tent) hospitality on performance nights
– Coordinate guest artist requests for the green room tent space (food, drinks, etc.)

Oversee and Coordinate Hospitality needs for Festival Events
– Place weekly catering orders (currently with Raley’s) of small bites platters (rotating variety) for CT and BJS post-concert receptions and Oasis chamber performances (11), ensuring sponsorship discount is utilized
– Manage the wine schedule for concerts and receptions
– Coordinate Musician Party catering as needed
– Purchase and setup orchestra hospitality for rehearsal breaks and concerts (coffee, tea and a rotating variety of Costco snacks)
– Coordinate continental breakfast for “Inside Look” events
– Coordinate all food/drink needs for Meet the Conductor Board events
– Arrange for BJS faculty artist dinners served backstage for mainstage rehearsal and performances (4-6)
– Coordinate take-out meals from local restaurants for staff & crew on concert days and some rehearsal days as required by production schedule
– Pick up, deliver and set up all food orders to respective event locations, maintaining the highest sanitary standards and cleanliness of serving utensils and supplies.
– Purchase and maintain appropriate volume of audience concessions stock (Costco snacks, beer, soft drinks, bottled water, etc.) keep Festival Administrator informed weekly of inventory levels.

Qualifications
– Prior production experience strongly preferred
– Creative thinker with a positive attitude and passion for the arts
– Ability to work independently and as part of a team
– Detail-oriented with excellent organizational skills
– Ability to multitask and meet deadlines in a fast-paced environment
– Well developed writing and communication skills
– Comfortable working in a variety of environments
– Ability to stand for long periods of time
– Ability to lift/carry up to ~30lbs
– At least 18 years of age
– Access to a laptop or tablet
– Reliable transportation with a valid driver’s license and good driving record

Please submit a resume and cover letter to Anna King, Patron Services and Festival Administrator at anna@classicaltahoe.org.
In your cover letter, please include why you are interested in this internship and how your skills and experiences make you a strong candidate.