How to Be Dance Company Tour Booking Coordinator - Job Description, Skills, and Interview Questions

May 29, 2023 / 6 Minutes Read / By Albert

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The role of a Dance Company Tour Booking Coordinator is to manage the logistics of a dance company's tours and performances. This involves securing venues, setting up transportation, negotiating contracts, and coordinating schedules. As a result of their efforts, performers are able to travel and perform with ease.

audiences receive quality performances from well-known artists, increasing the demand for tickets and improving the reputation of the dance company. Furthermore, the Dance Company Tour Booking Coordinator also plays a key role in generating profits for the company, as their ability to effectively coordinate tours and performances can lead to increased ticket sales and greater revenues.

Steps How to Become

Obtain a college degree in business, marketing, or a related field. A degree in dance may be beneficial if you are looking to specialize in dance tour booking.
Gain experience in the field of dance tour booking by working as an intern or assistant with a dance company or booking agency.
Develop relationships with promoters, venues, and other contacts in the dance industry.
Learn the software and tools used for tour booking and logistics.
Develop an understanding of the financial and legal aspects of tour booking.
Become familiar with the guidelines and regulations for travel and accommodations for dancers and crew.
Become familiar with the different types of tours such as multi-city, single-city, or international tours.
Develop a budget for each tour and ensure that all expenses are kept within this budget.
Coordinate all aspects of the tour from start to finish including scheduling, logistics, marketing, and promotions.
Monitor the progress of the tour and ensure that all deadlines are met.
Troubleshoot any issues that arise during the tour and take corrective action.
Maintain contact with promoters and venues to ensure that all contractual obligations are met.
Provide regular updates to the dance company regarding the progress of the tour.

The success of any dance company tour depends on reliable and competent booking coordinators. The booking coordinator must be able to effectively manage the tour schedule, organize travel arrangements and make sure all venues are booked and tickets are sold. the booking coordinator must have strong communication skills in order to successfully liaise with venues, agents, tour managers and promoters.

A successful booking coordinator should also possess excellent problem-solving abilities, be highly organized and have the ability to multitask. When a dance company has a reliable and competent booking coordinator, it increases their chances of having a successful tour. The tour will run smoothly and any potential issues can be quickly addressed and resolved by the booking coordinator.

reliable and competent booking coordinators are essential for any successful dance company tour.

You may want to check Dance Company Touring Stage Manager, Dance Company Touring Database Administrator, and Dance Lighting Designer for alternative.

Job Description

Coordinate and book performance dates, venues, and other tour details.
Negotiate contracts with venues and other tour partners.
Manage tour finances including budgeting, invoicing, and payments.
Oversee logistics of travel and accommodation for dancers and staff.
Liaise with promoters, venue personnel, and other partners to ensure smooth running of tour events.
Ensure compliance with local laws and regulations for each tour stop.
Develop and maintain relationships with venues, promoters, and other partners.
Coordinate marketing activities for the tour, including media relations, advertising, and social media campaigns.
Troubleshoot issues as they arise.
Create and update reports on tour progress.

Skills and Competencies to Have

Knowledge of the entertainment industry and its trends.
Strategic planning and project management skills.
Excellent organizational and communication skills.
Ability to work independently and as part of a team.
Familiarity with bookkeeping and budgeting.
Understanding of marketing and promotion techniques.
Knowledge of computer software, such as Microsoft Office Suite.
Ability to negotiate contracts, fees, and venue details.
Ability to manage multiple tasks simultaneously.
Excellent customer service skills.

Being a Dance Company Tour Booking Coordinator requires excellent organizational skills, attention to detail, and the ability to communicate effectively. It is essential to be able to juggle multiple tasks, coordinate schedules, and manage budgets. The coordinator needs to be able to collaborate with the tour leaders, venue staff, and sponsors to ensure all details are taken care of for an efficient and successful tour.

They must have a thorough understanding of contracts, bookings, and all other associated paperwork. Furthermore, they need to be able to anticipate potential issues and troubleshoot accordingly. This requires strong problem-solving abilities and the ability to think on their feet.

the success of the entire tour depends on the tour booking coordinator's ability to stay organized, communicate clearly, and problem solve.

Dance Studio Manager, Dance Company Tour Manager, and Dance Costume Maker are related jobs you may like.

Frequent Interview Questions

What experience do you have in tour booking and event coordination?
How would you go about scheduling performances for a dance companys touring season?
What methods do you use to ensure that a dance companys tour runs smoothly and efficiently?
Describe your experience with budgeting, cost estimation, and contract negotiations for tour bookings.
In what ways do you ensure that a dance companys tour is properly marketed and promoted?
How do you stay organized when managing multiple tour bookings and events simultaneously?
How do you handle unforeseen issues or challenges that may arise when booking a tour?
Do you have any experience working with venues, promoters, or other third-party vendors?
Are you familiar with using online tools or software to manage tour bookings and events?
What strategies do you employ to ensure maximum attendance at tour performances?

Common Tools in Industry

Online Booking System. An online system for clients to book dance company tour dates and make payments. (e. g. Eventbrite)
Ticketing Software. Software to manage ticket sales and track customer information. (e. g. Ticketmaster)
Data Management System. Software to store customer information and generate reports on ticket sales and customer attendance. (e. g. Microsoft Access)
Social Media Platforms. Platforms to promote dance company tours and interact with potential customers. (e. g. Twitter, Facebook, Instagram)
Email Marketing Software. Software used to create and send out bulk emails promoting dance company events. (e. g. MailChimp)
Calendar Software. Software to track upcoming events, potential bookings, and tour dates. (e. g. Google Calendar)
Customer Relationship Management (CRM) Software. Software to track customer interactions and manage customer relationships. (e. g. Salesforce)

Professional Organizations to Know

Association of Performing Arts Presenters (APAP)
International Society for the Performing Arts (ISPA)
Association of Arts Administration Educators (AAAE)
National Dance Education Organization (NDEO)
Dance/USA
Network of Cultural Administrators (NCA)
Dance/NYC
International Council of Organizations of Folklore Festivals and Folk Arts (CIOFF)
Dance/USAs Engaging Dance Audiences (EDA)
National Dance Project (NDP)

We also have Dance Studio Instructor, Dance Company Touring Technician, and Dance Company Public Relations Manager jobs reports.

Common Important Terms

Touring Company. A dance company that regularly performs in multiple locations.
Rehearsal Schedule. A timetable outlining when the dancers will practice their routines before performing them.
Performance Venues. A place where a performance will take place, usually a theatre or other public area.
Tour Booking Contract. The written agreement between the dance company and the venue, detailing the performance details, payment terms, and other details.
Artist Riders. A list of requests from the performers to be provided during the tour, such as food, drinks, and other amenities.
Promotional Materials. Advertising materials created to promote the tour, such as flyers, posters, and press releases.
Tour Budget. The estimated expenditures associated with the tour, including costs for travel, lodging, and other expenses.
Tour Logistics. The management of the tour's transportation, scheduling, and other operational details.

Frequently Asked Questions

What is the primary responsibility of a Dance Company Tour Booking Coordinator?

The primary responsibility of a Dance Company Tour Booking Coordinator is to plan, coordinate, and execute all aspects of the dance company's tour, including scheduling performances, arranging travel and accommodations, and managing budgets.

What experience do I need to become a Dance Company Tour Booking Coordinator?

To become a Dance Company Tour Booking Coordinator, you should have experience in the dance industry, preferably in a managerial or administrative role. A background in business and finance is also helpful, as you will be responsible for managing budgets and booking venues.

How many venues must a Dance Company Tour Booking Coordinator book for each tour?

The number of venues a Dance Company Tour Booking Coordinator must book for each tour depends on the size of the tour and the length of the tour. A typical tour may involve booking 5-10 venues over the course of several weeks.

What are some of the risks associated with booking a Dance Company Tour?

Some of the risks associated with booking a Dance Company Tour include unexpected costs, unreliable venues, and last-minute cancellations. It is important for the Tour Booking Coordinator to work closely with the dance company to ensure that all risks are managed and any potential issues are addressed.

What type of communication is necessary between the Dance Company Tour Booking Coordinator and the Dance Company?

The Dance Company Tour Booking Coordinator must maintain open lines of communication with the Dance Company throughout the tour-planning process. This includes regular updates on progress, budgets, and changes in venues or performers. Additionally, it is important for the Tour Booking Coordinator to respond quickly to any inquiries from the Dance Company.