Company: Festival Republic

Department: Production

Location: Farringdon, London and extensive onsite working during festival season

Reports to: Event Manager

Working Hours: Monday to Friday 10am - 6pm with extra weekend working throughout the festival season as required. Onsite hours are 8am - 8pm.

Contract Type: 12 months fixed term contract

Role Description

The Production Coordinator is a key part of the planning team for their events. The main aim of the role is to ensure all infrastructure, contractors and staff are booked and arrive correctly. The role will initially focus on Leeds Festival but is likely to have scope across other Festival Republic shows alongside.

Who you are

Competencies / Skills / Knowledge / Experience

Essential

Detailed project management / planning including joined up thinking
Ability to delegate whist maintaining an overview of the team
Ability to disseminate the correct information to all parties involved in the event
Ability to prioritise and meet deadlines
Contracting and managing services and staff
Exceptional attention to detail

Desirable

Large scale events
Project management
Planning and adhering to a budget
Negotiation and liaison with contractors
Working under pressure and in pressurized situations
Has had Event Management training

Behaviours

Confidence to lead and manage
Excellent communication skills
A willingness and understanding that you will need to be onsite at festivals. Particularly over the period between late-July and early-September
Level-headedness
Accuracy
Ability to prioritise
Anticipatory and proactive approach to problem solving

What the role includes

Planning

Achieving tasks, targets and deadlines outlined in the timeline and checklist
Collating and booking all contractors' and staff requirements onsite including those passed over by Licensing Co-ordinator
Keeping the production schedule up to date throughout the planning process and ensuring all contactors and staff arrival and departure details are included on it as well as licensing conditions and agency meetings
Attending contractor or internal meetings, preparing agendas, minutes and following up on
Working closely with Site Manager
Action points as required

Appointing Contractors

Preparing specifications for all infrastructure
Negotiating and agreeing best prices for each contract using agreed rates under group buying deals where applicable, raising purchase orders and liaising with accounts over payment schedules. Keeping track of whether all purchase orders have come back signed
Sending out confirmation letters, purchase orders and relevant Health and Safety paperwork
Ensuring all contacts for the show are updated and circulated throughout the planning process

Requirements

Ensuring all plant and vehicles are correctly insured
Assessing and booking onsite and offsite accommodation
Liaising with sponsorship teams and bars / traders (including boutique camping) and ensuring their requirements have been met

Staffing

In conjunction with the Event Manager and Licensing Co-ordinator, line management of the Production & Licensing Assistant
Recruiting and booking staff for the production office

Delivery

Organising the set up / delivery of all kit and services to the production office
Dealing with accounts queries - checking purchase orders, details of payments and agreed terms, investigating problems
Reconciliation of missing equipment, damaged vehicles and plant post show
Dealing with insurance claims post show

Debrief

Collecting production and contractor debriefs and passing to Licensing Co-ordinator for collation
Preparation of a debrief report on improvements for the following year
Ad hoc tasks as required

Extra responsibilities during the event onsite

Managing the onsite Production Office (team or circa 5-6 freelancers)
Organising radio channels and the allocation of radios onsite to personnel
Organising the meal ticket system
Organising and updating/disseminating running orders
Organising and maintaining petty cash for the event
Point of contact for contractor queries
Ensuring all contractors arrive at the correct time
Managing of all contractors, services and staff outlined above

Equal Opportunities

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and homelife. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. It’s talent that matters to us and we encourage applications from people irrespective of their gender identity, race, sexual orientation, religion, age, disability status or caring responsibilities.

The Company

Festival Republic is part of Live Nation Entertainment which is the world’s leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media and Artist Nation Management.

#LI-SL1 #FestivalRepublic

APPLICATION DEADLINE: Wednesday 27th November 2024. We reserve the right to close applications at any time so encourage early application where possible.