Bookings & Outreach Coordinator, Prologue to the Performing Arts

The Bookings & Outreach Coordinator reports directly to the Executive Director and is responsible for the coordination of school bookings within Ontario and outside of the Greater Toronto Area; as well as bookings in public venues. Responsibilities also include maintaining positive and clear relationships with Prologue artists and artist companies, overseeing marketing and outreach initiatives as part of a collaborative team and maintaining the organization’s CRM database system; among others.

Prologue to the Performing Arts is a not-for-profit charitable organization that facilitates opportunities for young people to experience the performing arts within Ontario. Prologue seeks to enrich the lives of every young person in the province through diverse and impactful performing arts experiences. Founded in 1966, Prologue reaches over 500, 000 young people each year through over 1,800 performances and workshops in dance, music, theatre, puppetry, opera, storytelling, spoken word and more. www.prologue.org

Performance/Workshop Bookings & Outreach

• Manage the booking of performances and workshops to individual schools and school boards for artists touring within Ontario and outside of the GTA, and public venues across the province
• Update, reschedule and revise all bookings through a Client Relations Management system (Salesforce) as needed upon the request of schools, artists or internally
• Work in collaboration with staff team to develop sales strategies and set sales targets for increased reach to schools and communities across the province
• Outreach to educators and public/community venues – including phone calls, emails and attendance at conferences and events and organize – and coordinate tours for artists across Ontario

Resources & Database

• Create sales reports for Salesforce analysis to address on-going progress and impact and assist with the compilation of statistics and analysis
• Act as staff technical lead for Salesforce CRM database, working in coordination with external tech consultants to update and monitor system, develop resources and participate in applicable training

Artist Relations & Programming

• Functioning as the primary organizational lead, liaise with artists/companies to coordinate performance schedules and tour dates
• Communicate and coordinate artist contractual requirements, including:
  • Coordination of Artist Agreements
  • Track and ensure artist compliance with Vulnerable Sector Check requirements
• Serve as staff representative on the Program Committee – coordinate preview performances, assist with outreach, support adjudication process, complete and distribute meeting minutes and liase with artists and Committee members when necessary
• Update and distribute the annual Artist Handbook and assist with orientation of new and current artists

Marketing & Communications

• Working with the Executive Director, Marketing Committee and colleagues, support implementation of the multi-year marketing action plan – including all campaigns and deadlines for the year
• Primary management of Prologue website including administration and development of graphic and text content, special programs/campaigns according to marketing targets
• Coordination and implementation of e-newsletter mailings and social media campaigns as determined in marketing plan
• Working in collaboration with staff team, develop web and digital graphics for promotion of programs, events and projects

Additional Duties

• Attend conferences, meetings and events to promote Prologue’s artists and companies in schools outside of the GTA and public venues
• Participate as a member of Marketing and Program Committees
• Participate in weekly sales and staff meetings
• Assist with special events, including annual fundraiser, showcase, Year End and Holiday event

Other Duties as assigned by Executive Director