The information below illustrates what is expected for “Scope of Services” elements to incorporate into agreement for management of the Downtown Theatre (not all inclusive) Provide professional management system designed to provide on-going administration and management of Theatre for day-to-day operation. Develop operating budget, programming models, rental rates, operating policies, short- and long-term Theatre improvements.
Develop strategies and business plans for most efficient and cost-effective operation and for the benefit of the community.
Operate a financial management system for which the City will have final policy and procedural approval. Implement financial system including accounts payable, accounts receivable, banking systems, box office, cash management and other appropriate financial tools.
Develop and implement marketing plans to promote ticket sales, to promote use of the Theater by third parties, and to solicit sponsorships, donations and seek volunteers. Plans may include press releases, media kits, emails, social media posts, brochures, flyers, posters billboards, print media, electronic media, public appearances, interviews, and other tools as deemed appropriate. Marketing plan should seek to grow reach by reporting metrics for followers across platforms, impressions, purchased media reach, and page views, among other commonly utilized metrics.
Maintain Theatre website to include current and upcoming events, show information and ticket purchase capabilities. Include information on rental opportunities, policies, etc., and sponsorship/donation opportunities. Provide qualified full-time and part-time employees for Theatre operation, such as Theatre Manager, Box Office Manager and staff, production manager, technical director, stagehands, technical staff, and other employees or volunteers as needed. Responsible for hiring, training, and supervising all employees and volunteers. This service includes managing payroll and employee systems and providing customer service training.
Manage the Theatre box office including ticket sales, box office reports, patron seating, management of patron information and administration of the computerized box office system.
Manage custodial services and report maintenance issues to City’s liaison. Develop and manage a comprehensive in-house concession program to include contract partnerships with downtown and local restaurants, wineries, and other local food/beverage service providers.
Develop diverse programming as an economic driver to attract audiences from Bay Area, Napa, and Sacramento areas. Curate a mix of professional touring and local productions, national touring headliners, artists or productions, resident
companies, comedy and speaker series, concerts, cultural events, general rental, etc.
Responsible for talent buying and event production services. Negotiate Talent contracts which includes contract riders, production requirements, staffing requirements, security, bus and truck parking, air transportation, ground transportation, lodging, catering services, merchandise rights, financial settlement procedures, media rights, approval of marketing plans, approval use of artists’ images, approval of artists’ recorded materials, media and public access to artists, backstage accessibility and other issues. Provide monthly financial reports and other programming and operating reports that include information regarding ticket sales, concession sales, rental reservations for theatre usage, customer service issues, marketing and sales trends, industry trends, and other data that may be reasonably requested by City. Partner with City to conduct capital campaign and fundraising efforts to support operations, deferred maintenance, and facility improvements.