Job Summary:

Company: Festival Republic

Location: Farringdon, London and onsite at festivals

Reports to: Head of Production

Contract Type: Fixed term contract, initial duration, 1 year

Working Hours: Full-time, 10am-6pm Mon-Fri plus additional weekend work where you will be on-site throughout the festival season. Typical onsite working hours are 8am – 8pm.

Role Description

The Event Manager is the key role within the planning team for their events. The main aim of the role is to drive forward and maintain the overview of the planning and delivery of the festival in the areas of production and licensing.

Who you are

Competencies / Skills / Knowledge / Experience

Essential:

• Detailed project management / planning experience
• Exceptional organisational and administrative skills
• Joined up thinking
• Ability to prioritise and meet deadlines
• Contracting and managing services and staff
• Working under pressure / in a pressurized environment

Desirable:

• Experience planning large scale events (5,000 people +)
• Planning and adhering to a budget
• Negotiation and liaison with agencies
• Knowledge of licensing legislation
• Personal licence holder
• SIA licence holder
• Health and Safety/ Crowd management training
• Event management training

Behaviours

• Confidence to lead and manage
• Excellent communication and analytical skills
• Exceptional attention to detail and accuracy
• Exceptional organisational and administrative skills
• Anticipatory and proactive approach to problem solving
• Maturity and level-headedness
• Flexibility

You may have prior experience involving, project management; local authority licensing department; licence compliance; event management; event coordination; health and safety

What the role includes

• The driving forwards and delivery of the planning and deals for the event
• Developing and maintaining the timeline and checklist including the setting of targets
• Line management of the Production Co-ordinator and Licensing Co-ordinator
• The licensing of the event in conjunction with the Licensing Co-ordinator
• Assisting in the writing of and updating the Event Management Plan and associated appendices along with other key submitted documents
• The compliance of the event with all licensing and legal obligations as well as all other commitments made and the implementation of policies
• Strong 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) to include attendance at Safety Advisory Group meetings and meetings with agencies and regular updates
• Following up on all action points from debriefs, agency meetings, internal meetings etc.
• Regular liaison with and progress reports to Head of Production and Managing Director via weekly meetings or any other means as appropriate
• Liaison with landowners / agents re: land deal (if required) and over their requirements, tickets, meetings, reinstatement costs, etc.
• Liaison with police in terms of planning along with negotiation of police resources, costs and their onsite requirements
• Maintaining, updating and cross referencing the security schedule with site design and system changes throughout the planning phase.
• The Head of Health and Safety / Security will prepare and then hand over to the Event Manager for Delivery of the specs and deal with the Security Co-ordinator and eviction team (if required)
• The Head of Health and Safety / Security will prepare the initial specs and outline deal with the fire safety team and the medical provision, and then hand over to the Event Manager for delivery. The Event Manager will need to maintain, update and cross reference their provision depending on site design and system changes during the planning phase
• Assisting with the preparation of specifications, then booking and managing 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, food safety / EHO teams, mystery shoppers and misc. welfare teams i.e. Samaritans, Salvation Army, table top facilitator etc. plus negotiating and ordering the onsite requirements for all of the above
• Assisting with the preparation of specifications, then booking and managing facilities including and not exclusive to trakway, big tops, marquees, fencing, toilets, showers, plant and machinery, vehicles, telecoms, IT, catering, signage, power, water etc.
• Negotiating and agreeing best prices for each contract using agreed rates under group buying deals where applicable in conjunction with Licensing and Production Co-ordinators
• Working with third-party or Traffic Coordinator to manage tasks including public transport, onsite traffic, parking etc. The Event Manager will need to ensure there is clear demarcation of responsibility in this respect, and should also check in with the Traffic Co-ordinator to make sure that the jobs on their checklist are being achieved.
• Liaison with local residents via the Parish Councils and direct in the case of neighbours, to include the overseeing of reduced price residents’ tickets (administration to be done by Licensing Co-ordinator)
• Writing and dissemination of site information and briefings across all relevant departments, staff, contractors and agencies
• Website copy as it relates to public information
• Working with the marketing team to ensure items such as maps are correct for the website and the programme including passing changes and information onto the mapping team for revisions to the site map and other plans
• Maintaining an up-to-date budget of all production and licensing costs throughout so that it is available on request immediately
• Checking the PPL licence and gathering PRS information if required
• Submitting films to the local authority for classification as required and ensuring compliance
• Liaising with sponsors, sponsor activations, sponsorship teams and bars / traders (including boutique camping) and ensuring their requirements have been negotiated, booked and met
• Reviewing all debriefs post event so it can inform the planning for the following year and preparation of a debrief report on improvements for the following year
• Chairing a planning meeting with Managing Director for the following year once all debriefs are collated

Extra responsibilities during the event onsite:

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

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.

APPLICATION DEADLINE: Monday 23rd September 2024. We reserve the right to close applications at anytime so encourage early application where necessary.

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