Artist Operations & Booking Coordinator

Job Description: Artist Operations & Booking Coordinator

Robert Deitch Music
Part-time / Remote / 5 hours per week / 90-day trial
Pay: $25/hour
Schedule: Flexible, with weekly check-in and consistent follow-up activity

Overview

Robert Deitch Music is looking for a highly organized, professional, detail-oriented Artist Operations & Booking Coordinator to help build and manage a repeatable booking outreach system.

Robert Deitch is an Americana / country singer-songwriter with a deep catalog of original songs, strong live audience response, and a professional songwriting background. The goal of this role is to help create consistent booking momentum by researching venues, tracking outreach, sending follow-ups, and helping develop regional show opportunities.

This is not a general admin role. The right person will help build a booking pipeline.

The ideal candidate is reliable, organized, strong in written communication, comfortable with spreadsheets or CRM-style tracking, and able to represent an artist professionally and warmly.

Primary Goal of the Role

The main goal is to help Robert Deitch Music book more shows by building and maintaining a consistent venue outreach and follow-up system.

Robert will focus primarily on anchor shows, such as listening rooms, songwriter events, ticketed concerts, festivals, performing arts centers, and higher-value opportunities.

The Artist Operations & Booking Coordinator will help research and pursue connector shows, such as wineries, breweries, small theaters, house concerts, assisted living communities, private events, and other regional opportunities that help make travel routes financially viable.

Key Responsibilities

1. Venue Research

Research and identify strong-fit performance opportunities within target regions.

Potential venue categories may include:

• Listening rooms

• House concert hosts

• Songwriter series

• Small theaters

• Performing arts centers

• Wineries

• Breweries

• Coffeehouses

• Churches or community spaces

• Assisted living / 55+ communities

• Private event opportunities

• Regional festivals

• Acoustic music rooms

• Americana / country-friendly venues

For each venue or opportunity, gather:

• Venue name

• Website

• City / state

• Main contact name, if available

• Booking email

• Phone number

• Social media links

• Type of venue

• Capacity, if available

• Notes on why it may be a good fit

• Date researched

• Status / next step

2. Booking Pipeline Management

Create and maintain a booking tracker using Google Sheets, Airtable, Notion, or another agreed-upon system.

The tracker should include:

• Venue / contact name

• Region

• Contact information

• Date first contacted

• Message sent

• Follow-up dates

• Response status

• Next action

• Notes

• Booking likelihood

• Confirmed dates

• Declined / not a fit / follow up later

No lead should disappear or be forgotten. Every contact should have a clear next step.

3. Outreach & Follow-Up

Send approved outreach messages and follow-ups on behalf of Robert Deitch Music.

The coordinator will not pretend to be Robert. The recommended signature will be something like:

[Coordinator Name]
Artist Coordinator
Robert Deitch Music

Outreach should be professional, warm, concise, and respectful. The goal is to create conversations, not pressure venues.

The coordinator will use approved message templates and may lightly personalize them based on the venue.

Example outreach categories:

• Initial introduction

• Follow-up #1

• Follow-up #2

• Follow-up #3

• Routing / regional availability message

• House concert inquiry

• Assisted living / senior community inquiry

• Winery / brewery acoustic show inquiry

• Festival / songwriter series inquiry

• “Checking future availability” message

4. Regional Routing Support

Help identify connector shows around anchor dates.

Example:

If Robert books an anchor show in a region, the coordinator may research and contact nearby opportunities within driving distance to help build a profitable mini-run.

Possible connector targets:

• The night before the anchor show

• The afternoon of the anchor show

• The night after the anchor show

• Nearby assisted living communities

• Nearby wineries or breweries

• House concert hosts

• Local songwriter-friendly rooms

5. Weekly Reporting

Provide a short weekly update summarizing:

• Number of new venues researched

• Number of new contacts made

• Number of follow-ups sent

• Responses received

• Hot leads

• Bookings or tentative opportunities

• Questions needing Robert’s input

• Recommended next steps

The weekly report should be simple, clear, and action-oriented.

What This Role Is Not

This is not primarily a social media role.

This is not a graphic design role.

This is not a full-service booking agency role.

This person is not expected to magically book shows without a system.

The role is to research, organize, follow up, communicate professionally, and help build a repeatable booking machine.

Ideal Candidate

The ideal candidate should have:

• Excellent written English

• Strong organization skills

• Attention to detail

• Comfort with spreadsheets or CRM-style tools

• Ability to follow a process consistently

• Good judgment when communicating professionally

• Ability to research venues and contacts online

• Comfort working independently

• Interest in music, live events, or artist support

• Ability to track every communication clearly

• Willingness to learn Robert’s brand, tone, and booking goals

Bonus qualifications:

• Experience with booking, event coordination, sales support, lead generation, or executive assistant work

• Experience with musicians, speakers, venues, or creative businesses

• Experience using Gmail, Google Sheets, Airtable, Notion, or CRM tools

Brand / Artist Positioning

Robert Deitch is an Americana / country singer-songwriter whose songs are built around vivid imagery, real-life stories, recovery, regret, redemption, faith, family, and hard-earned truth.

The tone of communication should be:

• Professional

• Warm

• Human

• Respectful

• Clear

• Not pushy

• Not overly salesy

• Not generic

A useful positioning line:

Robert Deitch writes songs for people who have been there and seen some things.

Trial Period

This will begin as a 90-day trial at approximately 5 hours per week.

The purpose of the trial is to determine whether the coordinator can help build a consistent booking pipeline and create measurable progress.

30-Day Success Criteria

By the end of 30 days, the coordinator should have:

• Understood Robert’s artist profile, music style, and booking goals

• Set up or improved the booking tracker

• Researched at least 75–100 qualified venue/contact leads

• Sent approved outreach to at least 30–50 suitable contacts

• Created a clear follow-up schedule

• Sent weekly progress updates

• Demonstrated strong organization and communication

• Shown good judgment about which venues are a fit

Success at 30 days does not require booked shows yet. The focus is building the system and starting the pipeline.

60-Day Success Criteria

By the end of 60 days, the coordinator should have:

• Built a database of approximately 150–250 qualified leads

• Sent consistent initial outreach and follow-ups

• Maintained accurate status updates for every contact

• Identified promising regions for future routing

• Generated active conversations with venues or event buyers

• Helped identify connector-show opportunities around potential anchor dates

• Improved the outreach process based on response patterns

Success at 60 days means the system is working and active conversations are developing.

90-Day Success Criteria

By the end of 90 days, the coordinator should have:

• Built a useful venue/contact database of approximately 250–400 qualified leads

• Sent consistent outreach and follow-ups to appropriate contacts

• Created a clean, usable booking pipeline

• Helped generate meaningful replies and active conversations

• Helped identify potential regional runs

• Helped secure, support, or move forward at least 2–5 legitimate booking opportunities

• Made it easier for Robert to focus on anchor shows, music, recording, and performing

• Proven reliability, communication skill, and attention to detail

A successful 90-day trial does not require a large number of confirmed bookings, but it should result in a valuable pipeline, better organization, and real booking momentum.

Weekly Work Structure

Suggested weekly time allocation for 5 hours per week:

2 hours — Venue Research

Find and qualify new leads in target regions.

1.5 hours — Outreach / Follow-Up

Send approved messages and follow-ups.

1 hour — CRM / Tracking

Update contact status, notes, next actions, and follow-up dates.

0.5 hour — Weekly Report / Check-In

Summarize progress and identify what needs Robert’s input.

Communication Expectations

The coordinator should:

• Provide one weekly written update

• Ask questions when unclear

• Keep communication concise and organized

• Never send unapproved major changes in messaging

• Track every meaningful interaction

• Flag promising opportunities quickly

• Protect Robert’s reputation and brand

Tools

Possible tools may include:

• Gmail or artist email account

• Google Sheets

• Google Drive

• Google Calendar

• Airtable or Notion, if needed

• Venue websites

• Facebook / Instagram pages for research

• Spotify / YouTube / artist links for reference

Access will be provided as needed, with clear boundaries.

Application Questions

Please answer the following:

1. Have you done lead generation, booking support, sales outreach, or event research before?

2. Are you comfortable researching venues and finding the correct contact person?

3. Are you comfortable using Google Sheets or a CRM-style tracker?

4. How would you stay organized when following up with 100+ contacts?

5. Please write a short sample email introducing an Americana singer-songwriter to a listening room or small venue.

6. What experience do you have representing a client professionally by email?

7. Are you comfortable working 5 hours per week on a consistent schedule?

8. Why does this role interest you?

Sample First Assignment

For the first assignment, the coordinator will be asked to research 25 potential performance opportunities within a target region and enter them into the booking tracker with complete contact information, venue type, notes, and recommended next step.

This will help evaluate research quality, organization, attention to detail, and judgment about venue fit.