Event Coordinator

7 days ago

London, Greater London, United Kingdom Festival Republic Limited Full time

About the Role

Festival Republic Limited is seeking a highly skilled and experienced Event Manager to join our team. As a key member of our planning team, you will be responsible for driving forward and maintaining the overview of the planning and delivery of our events.

Key Responsibilities

  • Develop and maintain the timeline and checklist, including the setting of targets, to ensure the successful delivery of our events.
  • Line manage the Production Co-ordinator and Licensing Co-ordinator, providing guidance and support to ensure they have the resources and expertise needed to deliver their roles.
  • Work closely with the Licensing Co-ordinator to ensure the licensing of our events is completed in a timely and efficient manner.
  • Assist in the writing and updating of the Event Management Plan and associated appendices, as well as other key submitted documents.
  • Ensure compliance with all licensing and legal obligations, as well as all other commitments made, and implement policies to ensure the smooth delivery of our events.
  • Develop and maintain strong relationships with statutory and non-statutory local agencies, including attendance at Safety Advisory Group meetings and regular updates.
  • Follow up on all action points from debriefs, agency meetings, internal meetings, and other relevant events.
  • Regularly liaise with and provide progress reports to the Head of Production and Managing Director via weekly meetings or other means as appropriate.
  • Liaise with landowners/agents regarding land deals, including tickets, meetings, reinstatement costs, and other requirements.
  • Liaise with the police to plan and negotiate police resources, costs, and onsite requirements.
  • Maintain, update, and cross-reference the security schedule with site design and system changes throughout the planning phase.
  • Work with the Head of Health and Safety/Security to prepare and deliver the specs and deal with the Security Co-ordinator and eviction team (if required).
  • Assist with the preparation of specifications, booking, and managing welfare, campsite stewards, arena stewards, key staff, 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, food safety/EHO teams, mystery shoppers, and miscellaneous welfare teams (e.g., Samaritans, Salvation Army, table top facilitator, etc.).
  • Assist with the preparation of specifications, booking, and managing facilities, including trakway, big tops, marquees, fencing, toilets, showers, plant and machinery, vehicles, telecoms, IT, catering, signage, power, water, etc.
  • Negotiate and agree best prices for each contract using agreed rates under group buying deals where applicable, in conjunction with Licensing and Production Co-ordinators.
  • Work with the third-party or Traffic Coordinator to manage tasks, including public transport, onsite traffic, parking, etc.
  • Liaise with local residents via the Parish Councils and direct with neighbors, overseeing reduced-price residents' tickets (administration to be done by Licensing Co-ordinator).
  • Write and disseminate site information and briefings across all relevant departments, staff, contractors, and agencies.
  • Work with the marketing team to ensure items such as maps are correct for the website and the programme, passing changes and information onto the mapping team for revisions to the site map and other plans.
  • Maintain an up-to-date budget of all production and licensing costs throughout, ensuring it is available on request immediately.
  • Check the PPL licence and gather PRS information if required.
  • Submit films to the local authority for classification as required and ensure compliance.
  • Liaise with sponsors, sponsor activations, sponsorship teams, and bars/traders (including boutique camping), ensuring their requirements have been negotiated, booked, and met.
  • Review all debriefs post-event to inform planning for the following year and prepare a debrief report on improvements for the following year.
  • Chair a planning meeting with the Managing Director for the following year once all debriefs are collated.

Onsite Responsibilities

  • Attend all onsite agency meetings.
  • Manage all contractors, services, and staff outlined above.
  • Operational management and delivery of the event in conjunction with the Festival Director, silvers, security co-ordinator, traffic co-ordinator, and site manager, etc.
  • Ad hoc tasks as required.

Equal Opportunities

Festival Republic Limited is an inclusive employer and welcomes applications from diverse candidates. We are committed to creating a workplace where everyone feels valued, respected, and supported. We encourage you to bring your whole self to work and will do all that we can to help you successfully balance your work and home life.

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