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:

• 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.)

• 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.

• 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  your cover letter, please include why you are interested in this internship and how your skills and experiences make you a strong candidate.