Posted: May 5, 2026

Position: Booking Coordinator

Location: Grundy County, Tennessee (Remote & On-Site)

About The Caverns

Located in Grundy County, Tennessee, The Caverns is a world-renowned destination known for live music in a unique natural setting, the Emmy Award-winning PBS series The Caverns Sessions, and an extensive cave system offering tours for a variety of experience levels.

The Caverns’ subterranean venue—home to “The Greatest Show Under Earth”—features exceptional natural acoustics and a one-of-a-kind atmosphere. Above ground, the outdoor amphitheater sits at the base of the Cumberland Plateau, surrounded by the scenic beauty of Tennessee’s rolling hills. With performances both underground and outdoors, The Caverns delivers a bucket-list live music experience.

Position Summary

The Booking Coordinator supports all aspects of event booking, contract administration, and event financial preparation/payment. This role works closely with the General Manager and management team to ensure efficient coordination with agents, artists, and internal departments.

The ideal candidate is highly organized, detail-oriented, and proactive, with a strong ability to manage multiple priorities in a fast-paced environment. A passion for live music and outdoor experiences is essential.

Key Responsibilities

1. Booking Coordination & Administration

• Track and manage outreach to agents, including maintaining up-to-date records of all communications and offer statuses

• Prepare, draft, and manage artist offers, including maintaining templates and online offer systems

• Maintain accurate booking calendars, including holds, confirmations, and show status updates for internal teams and external agent reps

• Monitor ticket sales and event performance relative to offer terms and provide regular updates to management

• Keep up to date with other comparable venues and their calendars for reference - research booking outreach on a regular basis

• Attend events as needed/required to support show execution and assist the General Manager

• Plan, schedule and coordinate meetings as needed for management

2. Contract Management & Compliance

• Review all artist contracts and riders in collaboration with the General Manager and legal representatives to ensure alignment with agreed-upon terms and offer parameters

• Oversee the execution and timely completion of all event contracts

• Track agency contract language and keep up to date redline templates/notes

• Track contract status and follow up with agents and partners to ensure deadlines are met

• Ensure all ticketing pages and package pricing accurately reflect contractual agreements

• Coordinate and track deposit submissions in accordance with contract terms

• Coordinate COIs for every event

• Manage PBS taping agreements for events that are recorded for PBS

3. Event Pre-Settlement & Financial Coordination

• Prepare and manage event pre-settlements approximately 7 days prior to each show

• Collaborate with tour managers, accountants, and internal teams to confirm deal terms, expenses, and financial projections

• Assist in final event settlements with agents, tour managers, and venue leadership

• Identify and resolve discrepancies in advance of event execution

• Collaborate on internal P&L reports with other team members

• Attend virtual staff meetings on a weekly basis and as needed

4. Booking Data, Reporting & Analytics

• Maintain detailed records of all bookings, including agent relationships, offer history, and show counts

• Track historical ticket sales and performance data to inform future booking strategies

• Compile and analyze booking metrics and provide insights to support decision-making

• Manage reporting to industry platforms, including posting upcoming shows and submitting post-show box office results to Pollstar

• Responsible for the reporting and submission of fees to Performance Rights Organizations such as ASCAP, BMI, SESAC & GMR

Qualifications

• 1–2 years of experience in talent buying, booking, or a related field preferred

• Proficiency in Google Sheets and/or Microsoft Excel required

• Strong organizational, analytical, and problem-solving skills

• Excellent written and verbal communication abilities

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

• Self-motivated with the ability to work both independently and collaboratively

• Must live within 30 miles of the venue

Work Environment & Expectations

• Flexibility to work non-traditional hours, including nights, weekends, and holidays as needed

• Ability to work both remotely and on-site in Grundy County, TN

• Occasional attendance at events and internal meetings required

To Apply

Please send your resume and a cover letter (including your pay requirements) to careers@thecaverns.com. Include “Booking Coordinator” in the subject line. Applicants should also provide three professional references. The Caverns is an equal opportunity employer, and all qualified candidates are encouraged to apply.

Due to the anticipated volume of response, we apologize in advance that we will only be able to communicate with those individuals selected for further consideration. However, be assured that all submissions will be reviewed.