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Artist Advance & Logisitcs Manager 2025​

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Organisation: Team Love ltd

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Job Title/Role:  Artist Advance & Logistics Manager

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Place of work:  Team Love Offices, St Werburghs, Bristol BS2 + onsite and some remote working

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Hours: 

April / May - 24 hours a week

June - 16 hours a week 

July - 16 hours a week 

August - 24 hours a week 

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(16 hours a week - 1 fixed day in the office + equivalent to 1 day remote and spread throughout the week)

(24 hours a week, 2 fixed days in the office + equivalent to 1 day remote and spread throughout the week)

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On Site Dates: 

Bristol: Monday 19th - Sunday 25th May 2025 

Somerset: Monday 23rd June - Monday 30th June 2025 

Bristol: Monday 18th  August - Sunday 24th August 2025 

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Rate of Pay: £28,000 - £31,000 pro-rata (depending on experience) plus onsite overtime

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Start Date: First week of April 2025

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Employment Type: PAYE - fixed term

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Employment Term: April 2025 - August 31st 2025 

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Application closes: Tuesday 25th February 2025, 5pm

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Interview Date(s): Tuesday 4th March 2025

 

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About Team Love 

We are one of the South-West’s leading event production companies, specialising in music festivals and events. We co-programme and produce a number of innovative, large-scale events (Love Saves The Day, Love International, Simple Things, Waterworks, FORWARDS and the Silver Hayes area of Glastonbury). We also run our own venue, an established cornerstone of Bristol nightlife, The Love Inn.

 

Social responsibility is central to our work, we aim to produce events which contribute to wider change in the local community and beyond and run a number of additional dedicated projects and initiatives centring around social and environmental impact and change.

 

Please follow the links find out more about Team Love

https://www.teamlove.org/


 

About the Role

We are seeking a highly organised and detail-oriented Artist Advance & Logistics Manager to join our Bookings team. This role is pivotal in ensuring the smooth planning and execution of artist logistics for major events, including Love Saves the Day (LSTD), FORWARDS, and Silver Hayes, Glastonbury.

The position involves managing transport, accommodation, and schedules, and advancing all necessary information with artist teams. Ideal candidates will have excellent communication skills, proficiency with spreadsheets, and the ability to multitask in a fast-paced environment. 

There may be the option to recruit an Assistant for up to 2 weeks prior to each event (set number of hours and rate dependant on individual show requirements and budgets)


 

Key Responsibilities 

OFFICE

Communication and Coordination:

  • Maintain regular and high-level communication with artist teams during the advance period.

  • Serve as the primary point of contact for advancing-related queries, including hospitality, technical, and logistical matters, ensuring information is up-to-date and shared effectively and appropriately.

  • Collect and organise all artist information and ensure it is shared with relevant departments (Event Production, Site, Tech Production, Artist Liaison).

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Advancing:

  • Prepare and distribute comprehensive artist itineraries at least two weeks prior to events. (LSTD & FORWARDS).

  • Support with the production of Artists Packs, to be sent with Itinaries. 

  • Gather artist hospitality riders and store them in folders for the Rider Manager.  

  • Collate and communicate catering numbers, including artists' dietary needs, to the Production team. Liaise Directly with Artist Catering for out-of-the-ordinary requests. 

  • Book a small number of hotels and manage all accommodation logistics. (The majority of deals are landed but inevitably a number of hotels may be required from show to show)

  • Make sure Beatswitch (our advancing portal) is up to date with touring party numbers, details and contacts and work with the Accreditation team to get the most accurate Beatswitch report downloads.

  • Collect and organise all artist information, including arrival schedules, hospitality riders, and tech requirements.

  • Address and resolve artist queries related to hospitality, technical, and logistical issues.

  • Confirming all artist arrival times and travel plans with Accreditation so that they can issue the correct vehicle passes.  

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Transport Logistics:

  • Book and engage a number of Artist drivers for the events. 

  • Create and organise ground transport schedules and coordinate driver assignments.

  • Gather artist arrival times and ensure all transportation schedules are accurately tracked and communicated.

  • Collaborate with relevant team members to organise driver schedules and coordinate ground transportation.

  • Book hotels and manage accommodation logistics for artist teams.

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Tech:

  • Identify any tech-related queries and escalate them to the appropriate team members.

  • Collate Tech Specs for the Audio Production Manager and Lighting & FX Manager.

  • Liaise with Audio Production Manager and Lighting & FX Managers on artists' onsite vehicles (Trucks, Tour buses, Splitters)

  • Create and share a load-in schedule for the Tech Production Team. 

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ONSITE

  • Ensure smooth onsite artist arrival and departure by liaising with all relevant departments, including Artist Liaison and Accreditation.

  • Working alongside the Artist Liaison Manager with any logistical issues to ensure workable outcomes.

  • Support the coordination of artist drivers for ground transport runs.

  • Monitor artist schedules and address last-minute logistical needs.

  • Work closely with AL Manager, Tech Production, and Accreditation teams to ensure seamless onsite operations.

  • Address any arising logistical issues quickly and effectively.

  • Proactively check in with artist teams if they are not onsite 2 hours before their performance, notifying Accreditation, AL Team and Stage managers. 

  • Oversee and manage ground transportation schedules, ensuring drivers and vehicles are assigned appropriately.

  • Understanding ingress and egress restrictions, Travel diversions routes working with AL Team, Accreditation and Operations to resolve any issues. 



 

Personal Characteristics 

  • Comfortable in busy environments with high-pressure demands.

  • Flexible, adaptable and able to respond constructively in fast-paced environments with dynamic schedules.

  • Enjoys working collaboratively and connects effectively with people from both inside and outside of the organisation.

  • Forward-thinker with a creative approach to problem-solving.

  • Excellent communication skills

  • Excellent attention to detail.

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Skills and Experience:

Essential 

  • Organised & able to plan effectively.

  • Able and experienced in communicating complex information across various settings and platforms to multiple recipients.

  • A proactive approach to organising and maintaining complex schedules.

  • Flexible thinking and the ability to respond to changes as they arise

  • Previous experience in managing Logistics, artist advancing, schedules and coordinating teams onsite.

  • Proficiency in creating, linking and maintaining complex spreadsheets (Google Sheets/Excel) 

  • Strong organisational skills with the ability to manage multiple tasks and deadlines.

  • Flexibility to adapt to last-minute schedule changes or requests. 

  • Ability to manage multiple tasks and deadlines under pressure.

  • Prior experience in artist advancing or event logistics at a festival or large-scale event coordination.

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Desirable 

  • Familiarity or experience of using Beat Switch (or similar advancing software systems).


 

Role Specific Information:

Travel to and from Site - The Bristol festival sites are accessible by public transport and on event days, we run a free crew bus service.  Transport options for travelling to the Somerset site will be discussed with the successful candidate.

 

Onsite Accommodation - n/a for Bristol shows - you will not be required to stay on site overnight.  For the Somerset show, accommodation options will be discussed with the successful candidate. You will be based in the crew camping area with access to backstage toilets and showers.

 

Meals Onsite - Some meals provided when on site and on shift at events - full details will be confirmed with successful candidate.

 

 

Other Information

Organisation EDI Statement - Team Love is committed to increasing diversity within our workforce, promoting equality and openly challenges discrimination. We welcome and encourage job applications from people of all backgrounds - please click here to read our Equality, Diversity and Inclusion Policy

 

Organisation Access Statement - We are also committed to promoting equality of opportunity for disabled staff. We aim to support disabled staff by making reasonable adjustments wherever possible to prevent any disadvantage. If you would like to discuss this informally and confidentially prior to making an application, please contact our Accessibility Manager - accessibility@teamlove.org.

 

Physical Description of Work - This role is a mixture of office based, and on site work at our events, with desk work, and some physically active work,  required in both settings. A number of our events take place on greenfield sites and the role requires someone to move around independently and extensively.

 

Please click here to see our Recruitment Privacy Notice 

 

 

 

Next Steps 

If you think this sounds like the role for you, please apply using this application form.

 

If you have any questions about the role, or need the application form in an alternative format please contact jobs@teamlove.org

 

Application deadline - Tuesday 25th February 2025, 5pm

 

Interviews will be held on Tuesday 4th March at our office in Bristol.  Applicants must be available for interview on this date.

 

Team Love operates under UK Employment Law and we will require evidence of your right to work in the UK at the interview stage.

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