Freelance

Artist Liaison

Music@Menlo is currently seeking a mature, reliable Artist Liaison for its 2024 festival season. The Artist Liaison will work closely with festival staff to coordinate logistics for performing artists and lecturers including travel, housing, local transportation, and scheduling. The Artist Liaison’s main role will be to serve as the primary point of contact for artists any time of day or night and ensure their overall comfort. Starting and ending dates for onsite activites are July 8 through August 12. The Artist Liaison reports to the Director of Artistic Administration.

Responsibilities (including but not limited to the following):

1) Travel & Housing

-Assist artists with travel arrangements, rental car reservations, and travel changes as applicable (either through festival travel agent, or with festival staff)
Compile and track all travel and housing related information and input into master schedule with complete accuracy
-Communicate all necessary travel and housing details (including home host information, driving directions, maps, schedules, airport pick-up procedures, etc.) to artists
-Visit and become familiar with artist host homes prior to artist arrivals and assist with distribution of home host packets
-Serve as a primary point of contact with rental car company to manage, track, and adjust artists’ rental reservations

2) Logistics and Transportation

-Act as festival concierge to artists and be on call to handle emergencies and necessary requests at any time of day or night
-Work with Development team to coordinate artist arrivals at host homes
-Greet festival artists at airport or rental car agency, assist with luggage and rental car, and accompany to host homes
-Be ready and able to answer artists’ questions about area resources (restaurants, local services, etc.)
-Assist artists with departures from their host homes and airports as requested (early morning and late evening trips to the airport may be required)
-Drive artists to/from rehearsals and events as needed

3) Events

-Provide artists with information and driving directions to all social events; coordinate artists’ transportation logistics to and from post-concert parties and dinners
-Assist Development team with compiling artist RSVPs to all social events
-Keep track of which artists are on campus at any given time and assist with coordinating lunches and other needs
-Attend rehearsals, performances, and social events as needed
-Manage artist greenroom hospitality

4) Administrative

-Create, distribute and update individual artists’ schedules
-Create welcome packets for artists and distribute artist welcome gifts
-Update travel/housing/fee spreadsheets to maintain accurate records
-Manage artist’s complimentary ticket requests
-Acquire, copy, distribute and collect music as needed
-Collect and properly submit travel reimbursement forms and receipts
-Work with PR team and Artistic Administrator to facilitate artist interviews as needed

Other duties may be assigned to ensure the overall comfort of festival artists.

Qualifications Required

-Must be able to manage a large workload over a short period of time; Music@Menlo will determine the nature of the Artist Liaison’s work, but the Artist Liaison will determine the means in which the work is accomplished
-Strong writing, analytical, organizational and interpersonal skills
-Impeccable attention to detail
-Positive energy and willingness to pitch in and be a team player wherever needed; flexibility with working with different personalities and work styles
-Willingness, availability, energy and stamina to work long days and evenings
-Ability to multi-task efficiently and have a high regard for professionalism and discretion in presentation and communication
-Ability to remain calm and pleasant in a fast-paced environment, as well as make good decisions quickly
-Candidate must be available to work full time, including days, evenings and weekends to cover rehearsals, performances and events
-Must have a valid driver’s license and clean driving record
-Must be over the age of 21 by July 1, 2024 for insurance purposes
-Employment contingent upon completion of successful background check as required by

California State law and completion of successful driving record clearance

Desired
-Prior experience working in artist services or for a performing arts organization or large scale event or festival
-Knowledge of classical music and ability to read music is preferred, but not required
-Knowledge of the Atherton/Menlo Park/Palo Alto area, including all area airports is helpful

Dates/Work Hours

-Contract dates are July 8 through August 11, 2024. Once artists begin to arrive, days and nights will be long and physically demanding for the three-week festival duration and will include evenings and weekends.

Compensation

-Contractual compensation is $5,500. No employee benefits will be offered or available. Travel, housing, and rental car provided for candidates outside the regional area.

To Apply

Send a cover letter, résumé, and list of three professional references in one PDF to:

Daphne Wong
Director of Artistic Administration daphne@musicatmenlo.org

About Music@Menlo
Music@Menlo, an internationally acclaimed chamber music festival and institute under the artistic
direction of cellist David Finckel and pianist Wu Han, was founded in 2003. Based in Atherton, California,
and an important part of the San Francisco Bay Area’s dynamic cultural fabric, Music@Menlo is noted
for its world-class chamber music performances, extensive audience engagement programs, intensive
training for preprofessional musicians through its Chamber Music Institute, and efforts to enrich and
expand the global chamber music community.

Resident Advisor

Music@Menlo is currently seeking three Resident Advisors for its 2024 festival season to oversee approximately fifteen students ages 14-19 who will reside at Menlo College. This is a seasonal, contract position. The successful candidate must have prior work experience working with youth in a summer camp or day program setting, or experience at the college-level as a residential life advisor or student peer advisor/counselor. Outstanding communication and interpersonal skills are required. Starting and ending dates for onsite activities are July 17 through August 11. The Resident Advisor reports to the Director of Artistic Administration.

Responsibilities

-Conduct an inventory and inspection of all residential rooms prior to student arrival, ensuring rooms are ready for occupancy
-Transport students from airport to Menlo College and oversee student arrival and check in on Thursday, July 17
-Assist students with settling in to their rooms and create a sense of community by initiating social activities, sitting together at meal times, etc.
-Orient students by conducting a tour of the dormitory and campus and discussing policies and procedures
-Serve as the primary point of contact and chaperone for all residential students from Thursday, July 17 through Sunday, August 11; be available to care for and supervise students in a nurturing and positive manner.
-Transport students between Menlo School/Menlo College and shops for errands on vehicle provided by Music@Menlo
-Enforce dormitory rules, student curfew and perform room checks as needed
-Monitor student behavioral problems and report incidents in a timely manner
-Ensure that emergency contact information for each student is readily available in the event of an emergency
-Plan and organize recreational activities on non-program days (typically Sundays)
-During room check out, conduct an inventory and inspection of all residential rooms, ensuring personal belongings are not left behind
-Assist in transporting students to airport for departure

Qualifications
-Demonstrated experience working with youth in a summer camp or day program setting, or experience at the college-level as a residential life advisor or student peer advisor/counselor
-Outstanding communication and organization skills plus ability to prioritize and handle multiple situations at any given time
-Ability to display a high degree of maturity and act as a role model for students
-Ability to remain calm and pleasant in a fast-paced environment, as well as make good decisions quickly
–For insurance purposes, must be over the age of 21, have a valid driver’s license and clean driving record

Compensation

Contractual compensation is $3,000. No employee benefits will be offered or available. A single room in the dormitory plus three meals per day will be provided at no cost. Airfare and ground transportation also provided for candidates who normally reside outside the Bay Area.

To Apply

Send cover letter and résumé along with a list of three references in one PDF to:

Daphne Wong
Director of Artistic Administration daphne@musicatmenlo.org

About Music@Menlo
Music@Menlo, an internationally acclaimed chamber music festival and institute under the artistic direction of cellist David Finckel and pianist Wu Han, was founded in 2003. Based in Atherton, California, and an important part of the San Francisco Bay Area’s dynamic cultural fabric, Music@Menlo is noted for its world-class chamber music performances, extensive audience engagement programs, intensive training for preprofessional musicians through its Chamber Music Institute, and efforts to enrich and expand the global chamber music community.

Catering and Artist Hospitality Manager

Music@Menlo is seeking a mature and reliable Catering and Artist Hospitality Manager for its 2024 festival season. The Catering and Artist Hospitality Manager will work closely with festival staff to coordinate and provide meals, refreshments, and snacks for the festival’s performing artists, Chamber Music Institute students, and staff—over 100 people daily—during the festival’s three weeks. The Catering and Artist Hospitality Manager’s primary role will be to serve as the festival’s point person for all daytime food related hospitality. Starting and ending dates for onsite activities are July 9 through August 13, 2024. This position reports to the Development Director.

Responsibilities (including but not limited to the following):

·       Manage $50,000 contract food service company to provide daily meals for artists, students, and staff, tracking and managing special requirements, including food allergies and dietary restrictions

·       Manage concessions orders with food vendors

·       Coordinate and deliver any offsite artist and staff lunches

·       Plan, procure, and manage artist greenroom refreshments for all concerts and recording sessions—over 50 events—ensuring successful delivery, execution, and inventory management, while staying within budget

·       Oversee the upkeep of all greenrooms ensuring that rooms are clean and welcoming for artists

·       Set up and maintain daily morning coffee service for artists, students, staff, and patrons

·       Assist Artist Liaison with artist arrivals and departures, escorting artists to or from host homes as needed

·       Assist on occasional development evening events hosting artists and donors

·       Represent the festival professionally, positively, and responsibly at all times, from working with vendors to providing excellent hospitality to festival artists, students, staff, and patrons

Qualifications

            Required

·       Must be able to manage a large workload over a short period of time. Music@Menlo will determine the nature of the Catering and Artist Hospitality Manager’s work, but the Catering and Artist Hospitality Manager will determine the means by which the work is accomplished

·       Strong writing, analytical, organizational, and interpersonal skills

·       Impeccable attention to detail

·       Positive energy and willingness to pitch in and be a team player wherever needed, flexibility with working with different personalities and work styles

·       Ability to multi-talk efficiently and have a high regard for professionalism and discretion in presentation and communication

·       Ability to remain calm and pleasant in a fast-paced environment, as well as make decisions quickly

·       Willingness, availability, energy and stamina to work long days and weekends

·       Must bring own laptop

·       Must have a valid driver’s license and clean driving record

·       Must be over the age of 21 by July 1, 2024 for insurance purposes

·       Employment contingent upon completion of successful background check as required by California State law and completion of successful driving record clearance

Desired

·       Prior experience working in hospitality management and/or catering services or for a performing arts organization or large-scale event or festival

Dates/Work Hours

Contract dates are July 9 through August 13, 2024. Once artists begin to arrive, days will be long and physically demanding for the three-week festival duration and will include weekends. This is a full-time seasonal, contract staff position.

Compensation

Contractual compensation commensurate with experience. No employee benefits will be offered or available. Travel, housing, and rental car provided for candidates who normally reside outside the regional area.

To Apply

Email a cover letter, résumé, and list of three professional references to:

Alessandra Aquilanti

Development Director

ale@musicatmenlo.org

Or by mail:

Alessandra Aquilanti

Music@Menlo

50 Valparaiso Avenue

Atherton, CA 94027

House Manager  

Music@Menlo is currently seeking a House Manager for its 2024 festival season. The three-week festival is comprised of over thirty events in three venues. Events include concerts, most of which are recorded live and live streamed, and multimedia lectures. This is a seasonal, contract position. The strongest candidates will demonstrate past experience with house managing in a performing arts setting, and must be able to hit the ground running and have outstanding organizational and interpersonal skills. Starting and ending dates for onsite activities are July 16 through August 11, 2024. This position reports to the Business and Operations Manager.

Responsibilities 
Front of House Management 

·       Manage the front of house and ushers with diplomacy and sound judgment before, during, and in closing of all events. Front of house management will include supervising volunteer ushers who take tickets, distribute programs, and seat guests; problem solving; and assisting patrons, including guests with disabilities, as needed.

·       Resolve challenging situations with audience members or volunteer ushers with grace and professional demeanor.

·       Coordinate on-site venue setup on the day of each event. The setup coordination will involve signage, checking supply of program books, and crowd-control measures for each event. Support will be provided by staff and interns, but the House Manager coordinates instructions and is responsible to assure the correct setup in advance of volunteers’ arrival.

·       Supervise access to the venue entrances and exits before, during, and after each festival event and in the case of emergency evacuation.

·       Supervise the operation of front-of-house lighting during performances.

·       Oversee the provision of equipment and chairs for comfort and convenience as needed for ticket holders waiting in line.

·       Ensure flashlights are in good working order and are distributed to concert venues as needed.

·       Ensure programs, signage, and stanchions are gathered and put away at the close of each event.

·       Collect, count and submit to Music@Menlo all torn ticket stubs labeled by date and event.

·        Follow emergency protocols and provide First Aid/CPR to patrons needing care

Usher Management 

·       Conduct the usher orientation session.

·       Assign scheduled volunteer ushers to specific roles and duties for all ticketed events and communicate assignments in advance.

·       Respond immediately to usher scheduling conflicts and inquiries, ensuring adequate coverage for each event.

·       Keep a written record of usher attendance and the roles carried out by individual ushers at each event.

·       Prepare written reports as needed to document usher performance issues, venue problems, etc.

  Post-Festival Reporting 

·       Participate in post-festival debrief session and document best practices in writing to be included in house manager operations manual and submitted at the close of contract period. 

Qualifications 

·       Previous house management experience in a performing arts setting.

·       Outstanding communication and organization skills.

·       Sound judgment and diplomacy, and a solid sense of the skills needed to work with a dedicated yet diverse team of volunteers.

·       Must be very detail oriented and have the ability to efficiently handle multiple situations at any given time, including emergencies.

·       Ability to remain calm and pleasant in a fast-paced environment, as well as make good decisions quickly.

·       Physical stamina including the ability to stand for long periods of time, plus the ability to lift and carry 40+ lbs.

·       Must be available to work all ticketed festival events, including weekends.

·       First Aid/CPR certification; American Red Cross course provided to successful candidate

Contractual compensation commensurate with experience. No employee benefits will be offered or available.

Dates/Compensation

Contract dates are July 16 through August 11, 2024 with one extra day TBD to lead an Usher Orientation.

This is a contract seasonal staff position. Compensation $3,000 commensurate with experience. No employee benefits will be offered or available.

To Apply 

Please email, résumé and cover letter in a single pdf, to:

Happiness Yi, Business and Operations Manager

happiness@musicatmenlo.org

About Music@Menlo 

Founded in 2003 by Artistic Directors David Finckel and Wu Han, Music@Menlo brings many of the world’s leading classical musicians to the Bay Area each summer for a three-week festival, with public concerts, lectures, and a major training institute for emerging and pre- professional musicians. In addition to the festival and institute activities concentrated in the summer, Music@Menlo also offers a series of year-round events and activities. All of the festival’s programming provides an array of opportunities for audiences to connect with classical music in a learning-rich environment. While Music@Menlo largely functions as an independent organization, legally it is a program of Menlo School, an independent, coeducational college preparatory day school located in Atherton, CA. Please learn more at www.musicatmenlo.org

Music@Menlo does not discriminate on the basis of race, religious creed, color, national origin, ancestry, gender, sexual orientation, handicap, disability or age in any of its policies, procedures or practices. This nondiscriminatory policy covers admission and access to, and treatment and employment in, the festival’s programs and activities. Inquiries regarding this policy may be directed to the festival office at 650-330-2030.