Promoter Services Executive

Job Summary:

Company: DF Concerts & Events

Department: Promoter Services & Ticketing

Location: Glasgow, UK

Reports to: Promoter Services Ticketing Manager

Working hours: 40hrs, Mon to Fri. Core hours 10am to 6pm (flexibility to cover key on-sales from 9am to 5pm as and when required)

Role Description

The main purpose of this job is to assist the DF Concerts promoters with administrative tasks that support the booking of artists and delivery of concerts to the Company.

What it’s like to work in the Team

The team thrive in working in a fast-paced environment where no two hours are the same.  We're always up for a challenge and easily adapt from working a small-scale gig one minute to a massive stadium show the next, with a multiple date arena tour thrown in for fun.  We love being out and about onsite meeting our customers and seeing our hard work and dedication pay off.  The team listen and learn but aren't afraid to challenge others.  We have a passion for music, gigs and technology.  We spend a lot of time working with numbers, learning systems, juggling priorities and problem solving but we do it with a bucketful of laughs and the most eclectic playlists.  The job can be busy and the pressure can be on but we've always got each other’s backs.

Who you are

Competencies / Skills / Knowledge / Experience

• Strong organisational skills, accuracy with meticulous attention to detail.
• Strategic thinker with an ability to think clearly and rapidly under pressure and uncertainty.
• Strong Microsoft Outlook, Excel and IT skills desirable.
• Ability to communicate effectively with stakeholders/partners at all levels.
• Ability to prioritise effectively and have strong organisational skills and the ability to work under pressure and to strict timelines.
• Ability to manage a high & fast paced workload effectively.
• Good research skills with the ability to make recommendations and decisions.
• Ability to hold tough conversations in a professional and courteous manner.

Behaviours

The following attributes determine how the role will be carried out and are required to be a success

• You have a passion for music, taking great pride in playing your part in delivering first class, life affirming events to fans of all ages, backgrounds and genres.
• You are by nature consistently conscientious, extremely accurate with an eye for detail.
• You are discreet, maintaining confidentiality and professionalism at all times.
• You are trusted, dynamic, pro-active, confident, self-directed, thrive when empowered and always a few steps ahead.
• You are a natural collaborator, working cross functionally and at all levels, internally and externally.
• You have a pro-active nature and have the ability to use self-initiative as well as work within a team. You can also lead a team when required.
• You are by nature organised, supportive and helpful.
• Your communication skills are influential, strong, and effective.
• You think creatively.
• You have strength of character with a calm and diplomatic approach always mindful of the end goal.
• You have a flexible "can do" approach to working to ensure the job gets completed.
• You are courteous and respectful and believe strongly in creating a healthy, equal, working environment.

What the role includes

Relationship Management

• Venue Liaison; responsible for collating venue availabilities, management of pencils, issuing and managing challenges effectively, finding solutions to routing issues for club and theatre shows. 
• Building and maintaining strong relationships with venue contacts.
• Liaise with gig reps to send/chase essential show info when requested from agents/agent assistants.

System Administration

• Proactively manage busy DF Concerts booking diary as well as maintaining additional show diaries for specific staff members.
• Report sales to agencies and filing settlements, night reports, support information, insurance docs, H&S info & additional important information for club and theatre shows.
• Building out shows on ROME from Promoter budgets, and creating show confirmation sheets, internally liaising with other departments to keep them informed of any changes in announcement schedules/ticket prices/presales/venue changes etc.
• With support from other Promoter Assistant, working on ROME IT system, identifying any flaws or changes that can be made for the Booking Team as a whole.
• Supporting with implementation of administrative systems of the booking department.
• Ensure prompt delivery of ticket links, artwork and deal memos to agents ahead of show announcements.
• Guest-list management for all shows, liaising with show gig rep on ticket allocations and management of departmental guest-list for green-field events.
• Route Scottish tours and manage venue Co-Pro’s i.e. offers, settlements and invoicing.
• Provide support, including proactive email management for Senior Promoters
• Provide support with travel and accommodation bookings for Senior Promoters.
• Monthly reconciliation of expense claims for Senior Promoters.
• Responsible for raising departmental invoices, as well as chasing payments and deposits at the request of agents and managers.
• Quarterly reconciliation of expenses to be charged back to Live Nation, when required.
• Manage digital filing of main Booking Inbox, all show folders and various other admin tasks.
• Weekly update of DFC Pipeline of all new business/offers/confirmed show to report to LN.
• Continuously manage venue database to maintain accurate info is retained.
• Collating all relevant show information and gross figs to update Pollstar reports online annually.

Additional Responsibilities

• Continually identify, suggest, and implement improvements to all areas of the booking department.
• Continually contribute to the collective knowledge of the global music scene of the booking department.
• Working across DFC summer festival season when required, within a designated role assigned by relevant line manager.
• Provide support and cover for DFC booking department staff when required.

Equal Opportunities

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion.  You will be working in an inclusive environment and be encouraged to bring your whole self to work.  We will do all that we can to help you successfully balance your work and homelife.  As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.  It’s talent that matters to us and we encourage applications from people irrespective of their gender identity, race, sexual orientation, religion, age, disability status or caring responsibilities.

The Company

DF Concerts and Events is part of Live Nation Entertainment which is the world’s leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media and Artist Nation Management. DF Concerts & Events bring the best live music and life affirming experiences to music fans across Scotland, year after year through a range of large outdoor festivals, stadium shows and indoor concerts. DF Concerts works with the biggest names in music as well as championing the career progression of emerging acts by operating, “quite possibly the finest small venue in the world”, King Tut’s Wah Wah Hut – supporting the vibrant music scene from grassroots level, up.

APPLICATION DEADLINE: Monday 28th April 2025. We reserve the right to close applications at any time so encourage early application where possible.

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