VACANCY – new role October 2025
Summary: oversee planning of events, run and administer planning group, liaise with Darius, City Hall and concert venues, ensure relevant officers informed for such as weekly update, liaison with performers, compilation of contracts etc. Trustee
Skills and qualities required: good communication, IT skills, reliability, ability to plan ahead so deadlines are met
Blue highlights show tasks currently covered by the Administrator
Planning and running events
- Organise Event Planning group, keep up-to-date record of planning eg via Event Planners
- Send concert details to Marketing and Publicity Officer to enable compilation of Marketing and Publicity plan for each season
- Check date and venue for compulsory piano rehearsal; book venue if necessary, inform Admin for weekly update
- Acquire venue H&S / Evacuation procedures and share with Chorus and performers, arrange upload to website
- Compile concert rider a few weeks before each concert, send to venue staff, subsequent back-and-forth liaison to finalise arrangements
- Check concert arrangements and compile instructions for members and visiting performers, arrange upload to website and add to weekly update; after concert arrange move to website, archive page(s)
- Sort rooming for conductor, soloists, orchestra and chorus, including arranging signage with the venue; inform Contracts Officer to enable liaison with performers
- Liaise with venue re access, dressing rooms, green room facilities etc; inform Contracts Officer to enable liaison with performers
- Liaise with the venue regarding timings of rehearsal and performance, arrival of any instruments and equipment
- Liaise with the venue regarding “front of house” including any personnel requirements, acquiring required personnel, possible sale of merchandise and publicity for the Chorus, in liaison with the Marketing and Publicity Officer.
- Organise comps to be left at box office or posted etc
Planning Electives
- Compile elective sign-up sheets, respond to lack of take-up as appropriate
- Liaise with Heart Research UK, Millennium Galleries, Kelham Island etc, re elective details
- Respond to other requests to supply choir for ad hoc events as they crop up
- Arrange electives – agree dates, check conductor free, liaise re programme, logistics and venue, compile information for members, add to weekly update and arrange upload to website
- Update and issue elective information sheets once everything confirmed