Job Summary:Company: Festival RepublicLocation: Farmiloe Building, Farringdon, London, EC1M 4AY.Reports to: Event ManagerContract Type: 12 Months Fixed Term Contract (Full-Time)Working Hours: Monday to Friday 10am – 6pm with extra weekend working throughout the festival season as required. Work onsite required throughout the summer. Onsite hours are 8am – 8pm.Role DescriptionThe Production Co-ordinator 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.Who you areCompetencies / Skills / Knowledge / ExperienceEssentialDetailed project management / planning including joined up thinkingAbility to delegate whist maintaining an overview of the teamAbility to disseminate the correct information to all parties involved in the eventAbility to prioritise and meet deadlinesContracting and managing services and staffExceptional attention to detailDesirableLarge scale eventsProject managementPlanning and adhering to a budgetNegotiation and liaison with contractorsWorking under pressure and in pressurized situationsHas had Event Management trainingBehavioursThe following attributes determine how the role will be carried out and are required to be a successConfidence to lead and manageExcellent communication skillsLevel-headednessAccuracyAbility to prioritiseAnticipatory and proactive approach to problem solvingWhat the role includesPlanningAchieving tasks, targets and deadlines outlined in the timeline and checklistCollating and booking all contractors’ and staff requirements onsite including those passed over by Licensing Co-ordinatorKeeping 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 meetingsAttending contractor or internal meetings, preparing agendas, minutes and following up onWorking closely with Site ManagerAction points as requiredAppointing ContractorsPreparing specifications for all infrastructureNegotiating 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 signedSending out confirmation letters, purchase orders and relevant Health and Safety paperworkEnsuring all contacts for the show are updated and circulated throughout the planning processRequirementsEnsuring all plant and vehicles are correctly insuredAssessing and booking onsite and offsite accommodationLiaising with sponsorship teams and bars / traders (including boutique camping) and ensuring their requirements have been metStaffingIn conjunction with the Event Manager and Licensing Co-ordinator, line management of the Production & Licensing AssistantRecruiting and booking staff for the production officeDeliveryOrganising the set up / delivery of all kit and services to the production officeDealing with accounts queries – checking purchase orders, details of payments and agreed terms, investigating problemsReconciliation of missing equipment, damaged vehicles and plant post showDealing with insurance claims post showDebriefCollecting production and contractor debriefs and passing to Licensing Co-ordinator for collationPreparation of a debrief report on improvements for the following yearAd hoc tasks as requiredExtra responsibilities during the event onsiteManaging the onsite Production Office (team or circa 5-6 freelancers)Organising radio channels and the allocation of radios onsite to personnelOrganising the meal ticket systemOrganising and updating/disseminating running ordersOrganising and maintaining petty cash for the eventPoint of contact for contractor queriesEnsuring all contractors arrive at the correct timeManaging of all contractors, services and staff outlined aboveEqual OpportunitiesWe 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, race, sexual orientation, religion, age, disability status or caring responsibilities.The CompanyFestival 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.APPLICATION DEADLINE: 29TH JANUARY 2024. We reserve the right to close applications at any time.#FestivalRepublic
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