Live Events in London

A hybrid of working from home; in Buckinghamshire; in London, along with event related travel across the UK.

Salary: £negotiable/highly competitive

Contract Type: Full-time, Permanent

Reports To: Managing Director

Company Overview

The Showtime Group Ltd delivers a variety of services to the live industries, across theatres, concert halls, arenas, in addition to offering services that deliver production, venue and festival curation and assistance with Artists and Performers.

Job Summary

We are seeking a highly organised, driven and proactive Live Events & Production Coordinator to join our growing team. This multifaceted role is crucial to the smooth delivery of our shows across the UK, encompassing artist liaison, venue logistics, production advancing, and administrative support for the Managing Director. The ideal candidate is an adaptable problem-solver with a passion and knowledge for live events and the ability to thrive in a fast-paced environment. Most important, is an appetite for knowledge and ambition; the ideal candidate will grow in ability and career stature, as the company grows.

Key Responsibilities

• Event Booking and Venue Liaison
• Booking Musicians & Singers: Under the direction and guidance of the MD, assist the sourcing, securing, and contracting of musicians and singers for upcoming shows, negotiating fees and terms on behalf of the company.
• Venue Management: Build and maintain strong relationships with theatres and venues across the UK. Act as the primary liaison for all event-related communications, ensuring venue requirements are understood and met.
• Contract Management: Under the direction and guidance of the MD, draft, proofread, and manage artist and venue contracts, ensuring all legal and financial details are accurate and complete.
• Production and Logistics
• Logistics Coordination: Plan and manage all logistical aspects of shows, including tour routing, travel arrangements, accommodation, and hospitality for artists and crew as required.
• Production Advancing: Coordinate the 'advancing' of shows by gathering and disseminating all technical and staging requirements (e.g., tech specs, stage plans, backline needs) between artists, production teams, and venue staff.
• Scheduling: Create and manage detailed production schedules, timelines, and daily call sheets, communicating changes promptly to all relevant parties.
• On-site Support: Attend rehearsals, sound-checks, and events as required to ensure smooth operations and act as a point of contact for artists and production teams. We require on site managing of merchandise at some shows, coupled with management of the e-commerce orders too.
• Administration and MD Support
• Administrative Support: Provide comprehensive daily administrative support to the Managing Director, including diary management, travel coordination, payment processing, and expense processing.
• Documentation: Prepare production paperwork, risk assessments, and event briefs, ensuring all necessary documentation is completed and filed in line with H&S and licensing regulations.
• Financial Admin: Assist with budget tracking, processing invoices, and managing petty cash for events.

Current Roster of Shows (for context)

• Tony Blackburn's Sounds Of The 60s live - Currently in its 7th year of touring large UK Concert Halls & Theatres, TSG is responsible for producing and delivering the music, the musicians and the singers. We also liaise with the Concert Promoter with regards logistics and with the PA company to ensure the sound/production requirements are met.
• Elvis Evolution – A new long-term exhibition at Excel London, TSG is responsible for creating, producing and delivering live music that takes place in an area called the "All Shook Up Bar". We book, contract, schedule and pay the musicians and singers who perform in the 50 weekly performance slots.
• The Secret Sax Party – currently in residence in central London, the show is growing, with a view to growing into a touring entity for other venues. TSG is responsible for creating, producing and delivering the show - we book, contract, schedule and pay the musicians and singers who perform in the shows.
• The Van Morrison Alumni Band – a collection of musicians who collectively have accompanied Sir Van Morrison more than 3,000 times and who collectively hold more than 700 recording credits with him. Now in its second year, the brand and band are growing, having completed two UK tours – in 2026 the band will begin a weekly London residency at a West End theatre. TSG is responsible for creating, producing and delivering the show - we book, contract, schedule and pay the musicians and singers who perform in the shows.
• The band also appear in venues around the UK, these performances require logistical and production related communication and processes in place, to ensure smooth touring. We are constantly looking to add shows where possible, as an on-going touring concern.
• In addition to the aforementioned existing shows, we currently have a variety of live and venue related projects in the pipeline, which we expect to be in Production in 2026 onwards.

Required Skills and Experience

• Experience: Proven experience in event coordination, production administration, or a similar role within the live events, music, or theatre industry is essential.
• Organisational Skills: Exceptional attention to detail and strong organisational and time management skills, with the ability to manage multiple projects and deadlines simultaneously.
• Communication: Excellent written and verbal communication skills, with the confidence to liaise with a wide range of internal and external stakeholders, from musicians and singers, to agents, venue management and production teams.
• Problem-Solving: A proactive, can-do attitude and the ability to problem-solve and remain calm under pressure is crucial.
• IT Proficiency: Strong computer literacy, including proficiency with Microsoft Office/Google Workspace and experience with booking or CRM systems is a plus.
• Flexibility: This role requires a flexible approach to working hours. Evening and weekend work will be routine due to show schedules and the nature of the entertainment industry, which operates seven days a week. The Showtime Group will agree a pattern of five working days out of seven, reflecting a total of 37.5 working hours per week, with flexibility to adjust these days as required by operational needs.

Benefits

• Pension: Provided in line with UK statutory requirements.
• Holidays – 30 days per year, inclusive of bank holidays, to be requested and agreed in advance in writing. Bank holidays are often show days, so time off on these dates is not automatic and must be booked in the usual way.
• Huge opportunity for professional development and career progression within a growing company with proven senior management.