Virtual Production Co-Ordinator (theatre tours)

Virtual Production Co-ordinator / Tour Administrator

Part-time, freelance – flexible (5–15 hrs per week, 40 weeks per year)

Employer:            Crossplatform TV Ltd (for Gastronaut Productions)

Reports to:          Producer, Stefan Gates, Tour Manager Gareth Baston

Start date:           ASAP – ideally by 29 September 2025

About Gastronaut

Gastronaut Productions creates smart, funny, and anarchic science theatre shows for family audiences across the UK. Our shows combine explosions, comedy and big ideas to inspire curiosity and laughter in equal measure. In 2026, we’ll be touring Rude Science (approx. 50 dates) and launching the brand-new Utterly Revolting Science Show (approx. 35 dates). Although we are a small team, our shows are highly successful, with 60,000 tickets sold this year over 50 theatres. Take a look at www.gastronaut.uk

We’re looking for an organised, proactive and cheerful Virtual Production Co-ordinator to help keep our tours running smoothly.

The Role

This is a flexible, part-time, home-based role supporting the Producer, Tour Manager, cast and crew. You’ll be the administrative hub for the productions – ensuring contracts, call sheets, logistics, marketing and communications are all in order – while also assisting with occasional PA tasks for the Producer.

Key ResponsibilitiesA. Production & Tour Administration

• Maintain folders of contracts, deal memos, production packs and call sheets.
• Liaise with theatres, agents, bookers, cast and crew.
• Book hotels, vans, rehearsal spaces and transport.
• Create Call Sheets of all production information for each tour
• Coordinate schedules and make sure everyone has the right information.

B. Marketing & Promotion Support

• Liaise with theatre marketing teams and compile print requirements for our printers.
• Check venue booking pages and Gastronaut Meta ads are correct.
• Support with social media announcements (assets provided).

C. On-Tour Support

• Act as point of contact for cast, crew and theatres.
• Arrange occasional deliveries of props or consumables to venues.
• Communicate with FOH and technical departments as needed.

D. Administration & Finance

• Keep insurance, safety certificates, DBS checks and PAT testing up to date.
• Track expenses, invoices and timesheets.
• Help manage costs without compromising on quality or wellbeing.

E. Producer PA Support

• Assist with research, casting admin, ticket booking and travel organisation.
• Provide general organisational support to the Producer.

SKILLS & EXPERIENCEEssential

• Excellent organisation, communication and time-management skills.
• Confident using MS Word, Excel, calendars, Zoom/Facetime, Facebook and Instagram.
• Ability to manage multiple stakeholders and deadlines.
• A proactive problem-solver who can keep others on track.

Desirable

• Experience in theatre/touring/TV production.
• Interest in education, science communication or live performance.
• Familiarity with design/marketing tools and Meta ads.
• Understanding of family audiences including children aged 5-13
• Understanding of Stage Management,

Contract & Pay

• Rate: £20 per hour. Approx. 200–600 hrs per year (equivalent £4,000–£12,000, depending on workload). Pay reviewed each 12 months.
• Bonus: 1.5p per ticket sold, approx. £825–£1,350 per year (paid in instalments after each tour section).
• Contract basis: Freelance, rolling 3-month agreement (with 1-month probation).
• Paid monthly on receipt of invoice and timesheet. Payment will be made within 10 days, but usually 1-3 days.
• Hours: 5–15 hrs per week for 40 weeks per year (guaranteed minimum 5hrs during those weeks). Higher workload during tour build-up and performance weeks. Extra hours available if desired.
• Location: Virtual (UK-based, home-working). Occasional in-person meeting at N5 Studios, North London useful but not essential.

Touring Schedule

Production work is spread throughout the year (3-4 weeks per month although most of August is taken off). The tours themselves are concentrated around school holidays (with exception of mid-summer) but production workload isn't higher during these times - in fact it's probably lower. Tour sections:

• February half-term
• Easter
• May half-term
• Early Summer (mid-July – early August)
• Possible 1st week Aug London residency
• October/November half-term
• Possible pre-Christmas December dates in 2026

Additional schools shows may follow after Easter 2026.

Why Join Us?

This is a chance to be at the heart of an exciting, creative and highly successful touring company. You’ll be working with a small, friendly team to bring spectacular, funny and inspiring science shows to theatres and audiences across the UK. It’s a flexible role, ideal for someone who loves organisation, thrives on variety, and wants to be part of something a little out of the ordinary.

BTW, this is not essential, but we are also interested in someone who may want to grow their role over time to take more of a central production management, marketing or business development position in the company. Just a thought.

How to Apply

Send your CV and a short covering note to:

stefan@thegastronaut.com

Please note that references and a DBS check will be needed if you are successful.

More info: www.gastronaut.uk

Good luck!