Concerts Coordinator
Royal Philharmonic Orchestra £29,000 Closing date 01 December 2025
The Concerts Coordinator works with the Concerts Manager (CM) on all aspects of logistical
planning for the RPO’s programme of UK concerts, engagements and associated rehearsals; they
also support the Director of Artistic Planning & Partnerships (DAPP) and Concerts Director (CD)
with longer term artistic plans; and contribute to the general administration of the Concerts
Department. This exciting and varied role offers the opportunity to work with a dedicated team
of colleagues, world-class musicians and artists at a range of venues around the UK.
Work closely with the Concerts Manager on the day-to-day logistical planning for all UK
concerts and events, including:
• Create and compile detailed event requirements to send to venues and external
promoters, including technical details such as amplification, lighting, chairs, music
stands, catering, backstage and access requirements
• Organise instrument hire requirements and coordinate piano tuning times as necessary;
source additional technical equipment from outside providers as required
• Liaise with the Stage Management team to source stage plans for venues, obtain
information about transport logistics and load-in times; and apply for truck parking
permits as required
• Work with the RPO’s Community & Education department to ensure that the Orchestra’s
requirements are factored into detailed logistical arrangements for Community and
Education concerts or workshops
• Organise hotels and travel for the Orchestra on occasions
• Update Arts Vision (the Orchestra’s diary database) with event information, including
details of artists and repertoire, schedules and marketing information
• Prepare conductors’ schedules and Orchestra memos as required, in consultation with
the CM
• Collate security and parking lists for all concert venues as required in consultation with
the CM and Orchestra Managers
• Arrange artist flowers for some RPO Own Promotion concerts within London
• Complete PRS returns as required by venues
• Raise and forward to the Finance team sales invoice requests for promoters which are in
line with contracts, and keep the payment schedule up-to-date
• Process artist and supplier invoices for approval by the CM
In consultation with the Concerts Manager and Director of Artistic Planning & Partnerships,
progress detailed arrangements for engaged artists, including:
• Prepare contracts for artists in liaison with the CM and other Concerts Department
colleagues
• Provide appropriate visa documentation for artists as required, and assist foreign agents
with information relating to visas and Foreign Entertainers’ tax where necessary
• Organise hotels and travel for engaged artists as required
• In consultation with the CM, communicate with artists and agents to disseminate
detailed logistical information, including schedules, rehearsals and instrument
requirements
• Liaise with artists and agents regarding ancillary activity around concerts including open
rehearsals, education workshops and pre-concert talks
Responsible for the project management of some external hires and education projects:
• Act as the central point of contact for some external hires and education projects, issue
contracts and invoices as required, ensure the Orchestra’s requirements are factored into
all logistical planning and attend events on the day
Produce the monthly booking schedule and long-term advance schedules:
• In consultation with the CM, produce the first draft of the monthly booking and long
term schedules, reflect revisions required by the CM, CD and DAPP and format the final
schedule for distribution to the Orchestra and all other relevant parties
• Produce schedule amendments as required
• Upload schedule documents onto the company Intranet as required
• Update the Orchestra calendar feed with amendments as required
Provide administrative support to the Concerts Manager, Director of Artistic Planning &
Partnerships and Concerts Director in all areas of long-term planning:
• Input planning information into Arts Vision and ensure that all information relating to the
Orchestra’s UK work schedule is kept up-to-date
• Research and book rehearsal venues and be responsible for giving the venues all
orchestral requirements for the date
Provide administrative support to the Orchestra Managers for auditions:
• Assist Orchestra Managers with booking of audition venues and accompanists where
necessary
• Send out letters and communications to audition candidates informing them of the status
of their application, as directed by Section Leaders and Principals
• Provide administrative support, as required, throughout each audition process for the
Orchestra Managers
Other departmental duties as required:
• Act as a departmental representative, attending events on the day as required
• Assist with the correspondence of the CD, DAPP and CM and answer general enquiries
from members of the Orchestra, agents, venues, promoters and general public as
required
• Participate in staff team activities and training
• Contribute to the overall development of the RPO Concerts Department
• Undertake such other duties as may reasonably be required by the Company
Person Specification
Essential
The post-holder must be able to demonstrate the following:
• Rounded administration experience working within the arts sector for an orchestra,
ensemble, agency, promoter or venue
• Excellent organisational skills with attention to detail and high level of accuracy
• Excellent communication skills and ability to converse with a wide range of stakeholders
• Ability to prioritise whilst also working across a range of demands on a daily basis
• Skilled at working with deadlines and the dissemination of information
• An ability to work well independently and as a team player
• Good IT knowledge and ability to embrace new IT systems
• An enthusiasm for the power of orchestral music and working with creative performers
Desirable
• Experience of working with orchestras, classical repertoire and musicians
• Basic understanding of budgeting and finance systems
• A good first degree
• Current and clean UK driving licence
planning for the RPO’s programme of UK concerts, engagements and associated rehearsals; they
also support the Director of Artistic Planning & Partnerships (DAPP) and Concerts Director (CD)
with longer term artistic plans; and contribute to the general administration of the Concerts
Department. This exciting and varied role offers the opportunity to work with a dedicated team
of colleagues, world-class musicians and artists at a range of venues around the UK.
Work closely with the Concerts Manager on the day-to-day logistical planning for all UK
concerts and events, including:
• Create and compile detailed event requirements to send to venues and external
promoters, including technical details such as amplification, lighting, chairs, music
stands, catering, backstage and access requirements
• Organise instrument hire requirements and coordinate piano tuning times as necessary;
source additional technical equipment from outside providers as required
• Liaise with the Stage Management team to source stage plans for venues, obtain
information about transport logistics and load-in times; and apply for truck parking
permits as required
• Work with the RPO’s Community & Education department to ensure that the Orchestra’s
requirements are factored into detailed logistical arrangements for Community and
Education concerts or workshops
• Organise hotels and travel for the Orchestra on occasions
• Update Arts Vision (the Orchestra’s diary database) with event information, including
details of artists and repertoire, schedules and marketing information
• Prepare conductors’ schedules and Orchestra memos as required, in consultation with
the CM
• Collate security and parking lists for all concert venues as required in consultation with
the CM and Orchestra Managers
• Arrange artist flowers for some RPO Own Promotion concerts within London
• Complete PRS returns as required by venues
• Raise and forward to the Finance team sales invoice requests for promoters which are in
line with contracts, and keep the payment schedule up-to-date
• Process artist and supplier invoices for approval by the CM
In consultation with the Concerts Manager and Director of Artistic Planning & Partnerships,
progress detailed arrangements for engaged artists, including:
• Prepare contracts for artists in liaison with the CM and other Concerts Department
colleagues
• Provide appropriate visa documentation for artists as required, and assist foreign agents
with information relating to visas and Foreign Entertainers’ tax where necessary
• Organise hotels and travel for engaged artists as required
• In consultation with the CM, communicate with artists and agents to disseminate
detailed logistical information, including schedules, rehearsals and instrument
requirements
• Liaise with artists and agents regarding ancillary activity around concerts including open
rehearsals, education workshops and pre-concert talks
Responsible for the project management of some external hires and education projects:
• Act as the central point of contact for some external hires and education projects, issue
contracts and invoices as required, ensure the Orchestra’s requirements are factored into
all logistical planning and attend events on the day
Produce the monthly booking schedule and long-term advance schedules:
• In consultation with the CM, produce the first draft of the monthly booking and long
term schedules, reflect revisions required by the CM, CD and DAPP and format the final
schedule for distribution to the Orchestra and all other relevant parties
• Produce schedule amendments as required
• Upload schedule documents onto the company Intranet as required
• Update the Orchestra calendar feed with amendments as required
Provide administrative support to the Concerts Manager, Director of Artistic Planning &
Partnerships and Concerts Director in all areas of long-term planning:
• Input planning information into Arts Vision and ensure that all information relating to the
Orchestra’s UK work schedule is kept up-to-date
• Research and book rehearsal venues and be responsible for giving the venues all
orchestral requirements for the date
Provide administrative support to the Orchestra Managers for auditions:
• Assist Orchestra Managers with booking of audition venues and accompanists where
necessary
• Send out letters and communications to audition candidates informing them of the status
of their application, as directed by Section Leaders and Principals
• Provide administrative support, as required, throughout each audition process for the
Orchestra Managers
Other departmental duties as required:
• Act as a departmental representative, attending events on the day as required
• Assist with the correspondence of the CD, DAPP and CM and answer general enquiries
from members of the Orchestra, agents, venues, promoters and general public as
required
• Participate in staff team activities and training
• Contribute to the overall development of the RPO Concerts Department
• Undertake such other duties as may reasonably be required by the Company
Person Specification
Essential
The post-holder must be able to demonstrate the following:
• Rounded administration experience working within the arts sector for an orchestra,
ensemble, agency, promoter or venue
• Excellent organisational skills with attention to detail and high level of accuracy
• Excellent communication skills and ability to converse with a wide range of stakeholders
• Ability to prioritise whilst also working across a range of demands on a daily basis
• Skilled at working with deadlines and the dissemination of information
• An ability to work well independently and as a team player
• Good IT knowledge and ability to embrace new IT systems
• An enthusiasm for the power of orchestral music and working with creative performers
Desirable
• Experience of working with orchestras, classical repertoire and musicians
• Basic understanding of budgeting and finance systems
• A good first degree
• Current and clean UK driving licence