A Place To Be, Productions & Special Events Coordinator

Posted: November 8, 2017 at 11:25 am

Application Instructions:

Please submit cover letter, resume and 3 professional references to john@aplacetobeva.org. Please visit our website (www.aplacetobeva.org) to learn more about our organization. This position is based in our offices in Middleburg, VA, with the possibility of partially working remotely. A Place To Be provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics

Job Description:

A Place To Be (APTB) is a leading, influential non-profit, Therapeutic Arts organization based in Middleburg, Virginia dedicated to helping people face, navigate, and overcome life’s challenges using clinically based practices of music therapy and expressive arts therapy. In addition to our therapeutic services, products, and workshops, our touring ensembles serve as tools for outreach, education, and inspiration.

We are leaders in the field of “Performance Based Music Therapy” and in inclusionary programming whereby all participants are seen as equal and valuable with their unique gifts and challenges. Our performances have appeared before 60,000 students in the Loudoun County schools and theaters throughout the region including the Kennedy Center and the National Institute of Health.

The Productions & Special Events Coordinator (PSEC) executes the Executive Directors’ visions for theatrical and special event programming. To achieve this, the PSEC coordinates all activities between the artistic directors, designers, and contractors to ensure effective collaboration and that each production remains within the available resources of time, budget and personnel.

As a member of the Senior Staff, the PSEC serves as a public face of APTB promoting the program and managing partnerships, ensures clear communication with other staff, and contributes to strategic planning for the organization.

General work hours are Monday-Friday 10 am – 6 pm, with additional evening and weekend work, as required especially around performances and events.

The PSEC reports to the Sr. Director of Finance & Administration and supervises support staff as well as production contractors.


  • Coordinate with the Executive Directors on the planning of the performance season;
  • Collaborate with the Executive Directors and design team for each production;
  • Organize all necessary facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, invitation, mailing, instructions for caring for special guests, promotional materials etc;
  • Leads on-site management of event logistics. Proactively handle any arising issues and troubleshoot any emerging problems on the event day providing leadership to Production staff and contractors;
  • Negotiate and maintain special event and third-party contracts; ensure compliance with organizational guidelines and requirements;
  • Determine all security needs, insurance coverage or special permits for events;
  • Facilitate regular and effective production meetings for all productions and special events;
  • Maintain the performance calendars and facilitate bi-weekly meeting to coordinate inter-department schedule;
  • In coordination with the Sr. Director of Finance & Administration, and Executive Directors create and manage the budget for all theatrical programs;
  • In collaboration with the Production staff, manage positive relationships with stakeholders, including but not limited Board Members, contractors and performers;
  • With Executive Directors, develop partnership relationships that strengthen theatrical opportunities for APTB;
  • Conduct pre- and post-event evaluations and report on outcomes to Executive Directors;
  • Maintain event attendance, and other event-related information;
  • Provide detailed briefing for leadership and key volunteers;
  • Grow and build on existing events and identify new event opportunities;


  • Oversee the scheduling of all performances;
  • Oversee maintenance of company equipment;
  • Facilitate regular meetings to coordinate addressing facility needs and improvements;
  • Ensure compliance with county, state, federal, and Union regulations;
  • Manage department budget, invoices, and submit payment requests;

Fundraising & Communications

  • Support the Executive Directors & Development Manager in executing special events and galas;
  • Provide verbiage and information necessary for the preparation of grant/funding applications; and
  • Coordinate to schedule photo shoots and promotional events to support marketing campaigns.

Preferred Qualifications

  • Demonstrated positive attitude and self-directed with a strong work ethic;
  • Three to four years of progressive production experience;
  • Demonstrated knowledge of production and design of stagecraft, sound, lights, costumes, props, projections and videography;
  • Familiarity with contracts and regulations;
  • Excellent writing, organizational, and interpersonal skills;
  • Ability to work in a team environment;
  • Ability to work on a variety of projects simultaneously;
  • Demonstrated ability in budget management;
  • Demonstrated attention to detail;
  • Proficiency of MS Office Suite software;
  • Valid driver’s license;
  • Clearance to work with minor children via Federal and State Background Check;
  • Two (2) years experience as a Production Manager preferred; and
  • Bachelor’s Degree in Arts Administration, Arts Management or theatre preferred.

Job Type: Full-time

Salary: $40,000.00 to $45,000.00 /year