Latitude Event Operations Coordinator (Licensing Compliance)

Job Summary:Company: Festival RepublicLocation: Farmiloe Building, Farringdon, London, EC1M 4AYReports 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 Licensing Co-ordinator (also referred to as Operations Coordinator/Licensing Compliance) is a key part of the planning team for their events. The main aim of the role is to be involved with the operational planning of the event, ensure compliance with the licence and Event Management Plan and ensure strong agency liaison for Latitude Festival, whilst also being involved with other Festival Republic shows throughout the summer.  Who you areYou may have previous experience in the following roles: event coordination; project administration or management; local authority licensing department; licence compliance; health and safetyCompetencies / Skills / Knowledge / ExperienceEssentialExceptional organisational and administrative skillsDetailed workJoined up thinkingAbility to prioritise and meet deadlinesWorking under pressure / in a pressurized environmentDesirableDemonstrable experience and knowledge of eventsExperience working with the local authority and agenciesExcellent IT skillsBehavioursExcellent communication skillsExceptional attention to detail and accuracyExceptional organisational and administrative skills with the ability to prioritiseLevel-headednessJoined up thinking and analytical skillsProactive approach to problem solvingWhat the role includesAssisting the Event Manager as delegated to achieve the planning of the event in relation to welfare, campsite stewards, arena stewards, key staff (zone managers, campsite managers etc), traffic / parking team, traffic co-ordinator, road signage, information team, lost property / left luggage / confiscations (if required), lost children team, water safety team, noise consultants, noise at work team, alcohol compliance team (if required), gas safety inspectors, structural engineers, pyro consultant (if required), CCTV (in conjunction with Production), food safety / EHO teams, mystery shoppers and misc welfare teams ie Samaritans, Salvation Army, table top facilitator etc plus negotiating and ordering the onsite requirements for all of the aboveAssisting the Event Manager as delegated to achieve the final details of the planning of the event in relation to security, security co-ordinators, eviction team, medical team, fire team. These deals will be done in the first instance by the Head of Health and Safety and Security.Writing and updating the Event Management Plan and associated appendices along with other key submitted documents in conjunction with the Event ManagerThe compliance of the event with all licensing and legal obligations as well as all other commitments made in the Event Management Plan and associated appendices along with other key submitted documents, action points from agency meetings etcStrong liaison with statutory and non-statutory local agencies (e.g. police, fire, ambulance service, landowner, environmental health, licensing, building control, emergency planning, planning and Highways Agency where required) in conjunction with the Event Manager to include attendance at Safety Advisory Group meetings and individual meetings with agencies as required and regular updates by email / phoneThe implementation of policies in conjunction with the Event Manager and the rest of the teamKeeping abreast of licensing developments and other relevant legislation and guidance and implementing as requiredEnsuring contractor and staff compliance with licensing conditions, policies and other commitments made by making their compliance part of the condition of contract with them and by then monitoring, auditing and managing throughoutRegular liaison with and progress reports to the Event ManagerApplying for traffic regulation orders, footpath closures and other orders as requiredOrganising and taking minutes for meetings as required, or delegating as required to the Production & Licensing AssistantFollowing up on all action points from debriefs, agency meetings, internal meetings and so onEnsuring compliance with disability legislation and liaising with disabled access co-ordinator (or equivalent) to ensure all briefings / infrastructure organisedCollating and booking the requirements for all licensing contractors and servicesTraffic and transport planning and implementation will normally be covered by an external company or Traffic Co-ordinator but some tasks may need to fall to the Event Manager and therefore the Licensing Co-ordinator particularly in relation to onsite traffic, parking etcNegotiating 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 & Safety paperwork and ensuring that any additional documentation required as a condition of contract is includedOrganising CRB / PNC checks if requiredEnsuring all bar / trader / sponsor concessions onsite are run according to the DPS contract and relevant legislation / terms of tradingIn conjunction with the Event Manager, liaison with local residents via the Parish Councils and direct in the case of neighbours, to include the administration of reduced price residents’ ticketsIn conjunction with the Event Manager, PPL licence application and gathering of PRS information  if requiredIn conjunction with the Event Manager, submitting films to the local authority for classification as required and ensuring complianceThe recruitment of licensing office staff as required and management of team on site Assisting with budget preparation and updating on an on-going basis as delegatedPreparing and updating contact list and production schedule throughout and feeding into main version held by Production Co-ordinatorMaintaining up to date guest ticket databaseInvestigating and managing complaints post festivalCollecting and collating all debriefs post festivalPreparation of a debrief report on improvements for the following yearOrganising planning meeting with Melvin Benn to consider key points from all debriefs for following yearAchieving tasks, targets and deadlines outlined as part of the event timelineAd hoc tasks as requiredExtra responsibilities during the event onsiteManaging the Latitude Festival Licensing OfficeLiaison with all contractors and organisations on behalf of Latitude FestivalOrganisation of Table Top ExerciseChairing onsite SAG/agency meetingsLive dealing with Complaints / Feedback if relevantOn Site AuditAd hoc tasks as requiredEqual 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