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Programming Coordinator

2 months ago

Chicago, United States City Winery Chicago Full time
Job DescriptionJob Description

About Us

Wine, food, and live entertainment collide at City Winery to create a dynamic and incredibly unique workplace. Since 2008, City Winery has been turning heads across the nation with amazing live performances, delectable cuisine, and award-winning, locally produced wines. But there's more to us than that - we're a haven for community and creativity, a place where the philosophy of hospitality is more than just a buzzword, but a way of life.

Who are you?

You have a passion for music, a love of wine, and a deep respect for hospitality. You know how to connect with people, but you're not just a people pleaser - you thrive under pressure and love making quick decisions that impact the business and culture. You know you have more to learn and are always looking for ways to grow, both personally and professionally. With an entrepreneurial spirit and a desire to be a part of something bigger, you want to join a brand and culture that not only makes a difference, but also helps others INDULGE THEIR SENSES.

Who are we?

City Winery, founded by music industry veteran & visionary Michael Dorf, has established itself as a one-of-a-kind brand providing unforgettable experiences for guests. From world-class music venues to sustainably produced wines with ratings of 90+ points, City Winery offers a range of top-notch events & experiences.

Why us?

Competitive pay plus generous benefits. An atmosphere of learning, development & enrichment opportunities. A career trajectory within a growing company with abundant opportunities for advancement. A fun team of passionate individuals who share your love of hospitality and the opportunity to provide guests with unforgettable nights filled with music & wine. Comped concerts and dining experiences, employee merchandise and meal discounts, FREE family meal, 401K Retirement Plan, Volunteer Opportunities, Flexible Spending Accounts including pre-tax commuter benefits and parking & more depending on position and other Company eligibility requirements.

Position Summary

The Programming Coordinator is the pipeline for future growth at City Winery. Learn from the best the business has to offer and be part of the growing brand and the programming team.

This role will handle all concert related internal needs including contract review, deposits, night of settlement sheets, new show announcements with concert coordinator management, internal and external reporting in a timely and detail oriented manner. The Programming Coordinator will also have the opportunity to assist the Programming Director with filling the calendar and manage all activation execution, assisting the programming team as they learn the ropes of booking a full calendar

Additionally, PC is  responsible for the overall advance between the venue and the artist leading up to the show and ensures the City Winery team has all the information they need to execute a successful show.. The Programming Coordinator will facilitate a healthy chain of communication through proper and timely advance process and collaborate with operations to create efficient execution means for all shows.

Minimum Qualifications

  •  2+ years experience in the live entertainment industry.

  •  Excellent organizational, communication, interpersonal and planning skills are necessary. 

  • Quick problem-solving capabilities in high-energy settings. 

  • Ability to manage multiple projects and deadlines simultaneously. 

  • Must be self-reliant and able to meet tight deadlines. 

  • Experience with event logistics and management. 

  • Proficient with Google Suite, Adobe, Asana and other necessary computer software.

Overview of Responsibilities

  • Manage all the administrative duties in order to assist the Programming Director and create the most successful outcome for each City Winery location.

  • Manage artist advance process alongside Production Manager. Help ensure show advances are on schedule and communicate details to the internal team for night of show. For example; special hospitality requests, parking needs, DOS schedule, etc.

  • Work in conjunction with Ticket Operations Manager to advance M&G with artists and relay information to guests. 

  • Coordinate all hospitality needs prior to the show and communicate to the concert coordinator for the night of the show. Help arrange and coordinate special requests in a timely manner before the artists’ arrival.

  • Maintain show folders and booking grid. Update information if changes are made and if new information is made available. Ensuring all essential documents are present prior to the day of show (i.e. headliner and support contracts, W9s, riders, etc)

  • Compile all relevant documents for settlement of shows, scan documents into internal drive.

  • Responsible for various administrative tasks including contract execution, deposit scheduling, show settlement creation and concert financial reporting.

  • Support programming/ticketing/marketing to build weekly show announcements.  Coordinate with operational personnel on any artists’ needs related to their fans including merchandising, guest lists, and arranged meet and greets. 

  • Assist with staff training both in daily pre-shifts and monthly FOH staff service meetings.

  • Assist Programming Team in day-to-day activities.

  • Assist Programming Director with the booking of events.  Draft offers for artists based on projected ticket sales. Place calendar holds and coordinates with the availability of an artist.

  • Develop an understanding for artist holds, ticket scaling, and various deal types

  • Track internal and external data in google suite. Including – but not limited to: ticket counts for upcoming shows, tour histories, finance flashes, stats on developing artists, contact logs.

  • Submit offers to the Programming Director for approval and then to agents.  Follow up to ensure that appropriate documents are in order.  

  • Assist with booking openers for shows and managing opener submissions.

  • Work with the Programming Director to pursue new booking leads. 

  • Oversee brunch programming, both regular series and one offs. 

  • Help with activations for last minute open dates, keep spreadsheets of activation ideas with notes on how to execute and performance of past events. 

  • Additional projects, tasks, duties as per business needs.

We are an equal opportunity employer and value diversity at City Winery. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Additionally, City Winery participates in the E-Verify Program in certain locations, as required by law.


We use eVerify to confirm U.S. Employment eligibility.