Schools and Delegates Booking Coordinator


Friday 4 October at 12noon

Credit: c. Colin Hattersley

Friday 4 October at 12noon

How to apply

Please download and read the detailed job description and complete an application form by Friday 4 October 12noon.
Agencies and CVs will not be considered.

Reports to: Head of Marketing & Communications

Terms of employment: Fixed term contract, Full time (35 hours per week)
6 January 2020 – 12 June 2020 inclusive

Salary: £20,286 p.a. (Pro rata - £8,972)

Primary Purpose

To maximise and manage all festival school bookings, provide box office support for delegate bookings and operate Imaginate’s box office system in the lead up to the Edinburgh International Children’s Festival.

Key Tasks and responsibilities


  • Develop relationships with teachers to encourage and support them to attend the Festival.
  • Allocate tickets to school bookers by weighing up different factors including responding to schools’ preference and age suitability, maximising school sales, spreading attendances across performances and building relationships with schools.
  • Manage all schools bookings by operating and refining the Festival’s schools booking system (using Excel and Spectrix) and support schools throughout the booking journey.
  • Support the marketing campaign to sell Festival shows to schools – including by contacting teachers by email and on the phone.
  • Coordinate all logistical elements surrounding schools’ participation in the Festival, liaising with teachers until, during and just after the Festival.
  • Credit control for schools invoices and manage the bus subsidy scheme.
  • Support schools on access requirements for pupils with ASN.
  • Attend and contribute to meetings of Imaginate’s Schools Team.


  • Provide box office service for delegates bookings over the phone and by email
  • Maximise delegate sales by helping those who need support to identify a suitable route during the Festival
  • Provide support for delegates seeking advice for travel and accommodation (when required)
  • Support the Assistant Producer with group bookings
  • Support the Head of Marketing and the Producer to manage schools, delegates and public allocation to maximise sales
  • Liaise with Imaginate’s box office provider (currently the Traverse Theatre) when required

Person Specifications

The successful candidate will have excellent communications and customer service skills, ideally in a box office environment. Good experience in arts administration would also be an advantage. Training will be provided if candidates are unfamiliar with specific software packages.


  • Confident in sales and customer support, particularly on the telephone
  • Knowledge of box office environment
  • Experience of working in festivals or arts sector
  • Effective communication and interpersonal skills
  • Competent user of Microsoft Office, especially Excel and mail merge
  • An organised, methodical approach to work with a high level of attention to detail
  • Ability to work effectively within a team and on own initiative
  • All applicants must have the legal right to work in the UK


  • Knowledge of box office systems, ideally Spektrix
  • Experience of working with schools
  • Financial administration experience, ideally with Xero Accounting
  • An interest in the performing arts for children and young people