Band Seeks Production Assistant

The San Francisco Lesbian/Gay Freedom Band is seeking a Production Assistant to support the production of concert, fundraiser, and marching/pep events.

Title: Production Assistant – San Francisco Lesbian/Gay Freedom Band

Role Type: Part-time contract (average of 18 hours per month, highly variable)

Location: San Francisco, CA

About the Role

The Production Assistant reports to the Director of Production and with the guidance and consultation of the Artistic Director(s) and Production Committee will support production activities for the Band’s concert, fundraiser, and pep/marching events within the guidelines defined and approved by the Board of Directors and within approved budget constraints. 

Primary duties include:

• Support the production and on-site execution of community concerts (March and September), the Spotlight fundraising concert (in May) and the Dance-Along Nutcracker (four shows, one weekend in December), including coordination of band volunteers and equipment logistics
• Support logistics and coordination of events and rehearsals for the Pep and Marching Bands
• Lead/manage discrete tasks as discussed with Director of Production
• Support development of and management of concert budgets 
• Attend regular Production Committee meetings

 

The full list of duties can be found below.

This position is a part-time, primarily remote contract role, with the flexibility for most tasks to be completed outside of traditional work hours. On-site work is required to support our four main annual concerts. Hours are variable, approximately 1-3 hours per week throughout the year, with higher numbers of hours (16-24 hours/week) in the week prior to each of the four main concerts per year. Approximately 200 hours total per year.

About You:

Required Qualifications

• Experience in event production, preferably in theater or musical arts (or may substitute project support in other fields)
• Experience managing and coordinating volunteer leaders
• Experience working within predetermined budgetary goals
• Excellent communication skills (written and verbal)

 

Preferred Qualifications

• Ability to work in teams
• Computer literacy with Google Drive and Microsoft Office
• Ability to juggle multiple tasks and deadlines while maintaining high quality work
• Excellent decision-making and creative problem-solving skills

 

Compensation: $25 per hour, with a discretionary end-of-year bonus.

To Apply: To apply for this position please send a cover letter and resume to: jobs@sflgfb.org 

More detailed list of responsibilities

Overall

• Provide input on development of a project plan including key dates and milestones for community concerts, Spotlight fundraiser concert, and the Dance-Along Nutcracker.
• Work with the Artistic Director(s) and the Director of Production to determine the venue for the event (e.g., research options, get quotes, perform site visits to take photos if needed) and report to the Board of Directors at least four to six months prior to the event.
• Work with the Artistic Director(s) and the Director of Production, at a minimum of four months prior to the event, to support development of the Event Budget. Once approved, the Production Assistant can spend at discretion up to the total budget amount.
• Work with the Artistic Director(s) to help schedule rehearsal space for the Pep Band, and coordinate logistics related to events for the Marching and Pep Bands.
• Direct any urgent requests or decisions to the Director of Production.  (If the Director of Production cannot respond, the request will then be forwarded to the Production Committee, then escalated to the President of the Board of Directors for Executive Committee review and approval.) 

 

Concert Management

• Support production of community concert band events (March and September): 

• • Book concert halls and run a box office and front of house operations, including volunteers.
  • Support development of the printed concert program 

• • Develop production credits for acknowledgment in the program.

• • Coordinate logistics for moving equipment (typically percussion and music stand racks) between storage space(s) and venues. 
    • May include renting (and if comfortable, driving) a UHaul truck.
    • May include coordinating volunteers and/or hiring temporary movers to load and move equipment. 
  • Other duties or discrete tasks as described in the Concert Band Production Guide and discussed with Director of Production.

• Support production of the Spotlight concert gala fundraiser (May)

• • Book the concert hall and run a box office and front of house operations, including volunteers. 

• • This may include assigning a volunteer coordinator, a bar coordinator, and other positions as needed

• • Prepare and secure signatures on MOUs for the emcees and other guest talent
  • Help find emcees (if needed)
  • Support development of the printed concert program

• • Obtain advertisements to appear in the program and appropriate payment. 
  • Develop production credits for acknowledgment in the program. 

• • Coordinate fundraising opportunities with the Director of Revenue Development and logistics associated with implementing fundraising during the event (e.g, live auction, silent auction, raffle tickets, prize drawings and distribution, etc.)
  • Coordinate logistics for moving equipment (typically percussion and music stand racks) between storage space(s) and venues. 
    • May include renting (and if comfortable, driving) a UHaul truck.
    • May include coordinating volunteers and/or hiring temporary movers to load and move equipment. 
  • Other duties or discrete tasks as discussed with Director of Production.

• Support production of the Dance-Along Nutcracker performances (December)

• • Book the rehearsal space for the cast.
  • Prepare and secure signatures on MOUs for key personnel (cast director, cast, choreographer, etc.)
  • Prepare and coordinate purchase of tutu booth sale items
  • Support development of the printed concert program

• • Obtain short biographies of the cast
  • Develop production credits for acknowledgment in the program.

• • Coordinate with volunteers 

• • This may include assigning a volunteer coordinator, a bar coordinator, and other positions as needed

• • Coordinate logistics for moving equipment (percussion, music stand racks, disco ball rental, and/or props/set pieces) between storage space(s) and venues. 
    • May include renting (and if comfortable, driving) a UHaul truck.
    • May include coordinating volunteers and/or hiring temporary movers to load and move equipment. 

• • Other duties or discrete tasks as described in the Dance-Along Nutcracker project plan or discussed with the Director of Production.

 

Marching and Pep Band Logistics

• Research and help book rehearsal space for the Pep Band, as needed
• Submit applications for and coordinate correspondence with event organizers for various Marching and Pep Band events

 

Administration

• Log work hours and submit them in an invoice format to the Director of Production by the 15th of the month, including receipts for any expenses for reimbursement
• Ensure that files and paperwork relevant to Production are stored in the Band’s Google Drive in an organized manner
• Participate in other meetings as required. 

 

Membership Support

• Attend at least one Tuesday rehearsals per month to identify and meet with volunteers. 

• Track members’ volunteer commitments.

 

Other duties as assigned.