Insomniac - Entertainment Project Manager

About Us

Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhanced by state-of-the-art lighting, pyrotechnics and sound design, large-scale art installations, theatrical performers and next generation special effects, our events captivate the senses and inspire a unique level of fan interaction. The quality of the Headliner experience is our top priority. Insomniac produces 10,000 concerts, club nights and festivals for seven million attendees annually across the globe. Since its inception, Insomniac's events have taken place in 13 countries across five continents. The company's premiere annual event, Electric Daisy Carnival Las Vegas, is the world’s largest dance music festival and attracts more than 525,000 fans over three days. The company was founded by Pasquale Rotella and has been based in Los Angeles since it was formed in 1993.

About the Role

Insomniac Events is seeking a highly motivated and proactive Entertainment Project Manager to join our Entertainment team. This position reports to the Entertainment Director. This is not a remote position and will require in-office presence as well as on-site attendance at various event locations.

Responsibilities

• Implement all departmental and event protocols set by the Entertainment Director
• Receive incoming emails, phone calls, and correspondence on behalf of the Director as necessary
• Follow budget directives and ensure that they are kept on track
• Review and submit final show budgets as requested
• Set and attend meetings on behalf of the department or Director as needed
• Process expense reports, Amex reports, and petty cash tracking as necessary
• Advance travel, visas, and accommodation needs for Director, staff, and performers at each event
• Complete department site operations, production, credentials, and warehouse advancing for shows
• Partner with HR to maintain roster, timesheets, discretionary lists, and new hire paperwork at all shows
• Manage payroll for Entertainment Dept staff including Performers, Production Assistants, Glamour team, and vendors
• Liaison with HR and Accounting to ensure all onboarding is accurately turned in, in a timely manner
• Prepare and organize vendor agreements, creative releases, payment schedules, and business forms for personnel, performers, vendors, machinery, props, and any other items approved by the Entertainment Director
• Secure and oversee bids from vendors and artists as needed
• Supervise completion of the production reports, including production status or notes, and distribute the report to proper channels daily
• Serve as department representative for local authorities to secure any legal or safety permits as needed by event staff and performers, to certify compliance with local ordinances
• Obtain additional insurance requirements for specialty performers that may be required
• Staff, manage, and schedule Entertainment Dept Production Assistants for show days
• Support sourcing experience staff such as performers, glamour team, or management when requested
• Manage all aspects of Entertainment Department for shows when Entertainment Director is not present
• Partner with the other Insomniac departments to successfully execute experience requests for events
• Manage all Entertainment Department assets used by other departments
• Liaise with the other Insomniac departments to ensure the functionality and safety of stages and installations for entertainment
• Oversee and assist in the setup and breakdown of the Entertainment Department at all festivals including site, back of house, and wardrobe
• Facilitate and assist load in and set up for Entertainment vendors at events
• Ensure that a clean, safe, and secure work area is maintained at shows
• Manage on-site dressing room and check-in staff, while monitoring breaks and assisting with others as necessary
• Keep Performers and staff on schedule set by the Entertainment Director at shows
• Support management of departmental warehouse spaces and assets stored there
• Responsible for inventory management such as receiving, put away, packing, shipping, and trucking
• Ensure proper storage, maintenance, and cleaning of department assets such as costumes, props, and equipment
• Implement systems to manage and prevent inventory loss or damage
• Implement systems to help execute warehouse inventory efficiency
• Manage the performer and inventory Airtable database
• Assist in the sourcing of new assets and vendors for the department
• Recruit, hire, train, and develop operational support team members
• Frequent travel will be required (economy)

Requirements

• 5+ years of event coordinating/planning and execution
• Proficiency in spreadsheets
• Ability to effectively manage groups of staff
• Must be motivated with an “Everything is possible” attitude
• Must be an active problem solver, instilled with a sense of urgency for projects large and small
• Must be able to stand for four hours at a time and walk long distances
• Must be able to lift 20 pounds

Work Environment

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

Pay

The expected compensation for this position is $68,000.00 USD - $85,000.00 USD. Pay is based on a number of factors including market location, qualifications, skills, and experience.