Invitation to apply for the role of Safety and Operations Manager for Enchanted Parks 2013

Transcription

1 Invitation to apply for the role of Safety and Operations Manager for Enchanted Parks 2013 Carol Bell Head of Culture and Major Events, NewcastleGateshead Initiative July 2013

2 Contract Overview The purpose of this brief is to appoint the core Production Team to work with the commissioners, Creative Producer and commissioned artists to fully realise the artistic vision of Enchanted Parks 2013, including the management and delivery of all technical and infrastructural and Health and Safety requirements. We currently envisage appointing two separate roles: Production Manager Safety and Operations Manager This document outlines the role of Safety and Operations Manager as envisaged. A second document outlines the role of Production Manager. As well as individual applications for the roles as defined, we are happy to consider an application from one organisation to deliver both functions or from two individuals proposing to work in partnership, We are also willing to consider a different division of the overall responsibilities across these two core production roles depending on candidates skills and experience. We anticipate making a final decision after meeting prospective candidates. The roles and responsibilities should be taken as a guide and will be negotiated, along with the final fee, prior to contracting. Enchanted parks Enchanted Parks is a much-loved annual winter event an after dark trail of artworks through the atmospheric setting of Gateshead s award winning Saltwell Park. Over the last five years, Enchanted Parks has built a loyal audience (18,000 in 2012) and commissioned over 70 original artworks. It provides an unusual and playful artistic experience for a family audience and unique creative opportunities for artists working across a range of disciplines and media. Enchanted Parks is a key part of NewcastleGateshead Initiative s festival and events programme as well as a highlight of the NewcastleGateshead Winter Festival programme. Saltwell Park was first used as part of the Winter Festival programme in 2006 by NewcastleGateshead Initiative and Gateshead Council ( the commissioners ), working with Glasgow based NVA. From 2007 to 2012,

3 the commissioners have worked with production company, Magnetic Events and since 2008 the event has run on the current format of a trail of commissioned artworks, most awarded after an open-call process. In 2013, the commissioners are working with Katy Fuller (Pinwheel) as Creative Producer. Enchanted Parks has built audiences year on year, demonstrating that there is strong appetite from audiences for a more creative less commercial art event in an outdoor location during the winter months. It has become a significant arts event in the North East s cultural calendar for both audience and artists. In December 2013 Saltwell Park will, once again, be transformed into a unique outdoor after-dark arts experience presenting high quality installations in the fields of light, digital, performance and visual arts. The event will run over five consecutive nights (11 th 15 th December) and we aim to attract an audience of 18-20,000 people from NewcastleGateshead, the wider North East region and the rest of the UK. Overview of Roles Enchanted Parks is developed by NewcastleGateshead Initiative in partnership with Gateshead Council s Public Art and Arts Development Teams as the commissioners of this event. For 2013 the Creative Producer, Production Manager and Safety and Operations Manager, alongside production and front of house teams (a mix of freelance staff and volunteers), will deliver the event. The Creative Producer will line manage the Production Manager and Safety and Operations Manager. The Creative Producer will work closely with the commissioners to develop the artistic vision of Enchanted Parks from the initial commissioning and programming process to the development of the pubic experience and expectation of this event.

4 The Production Manager will work closely with the Creative Producer to fully realise the artistic vision throughout the park as well as the artists own vision of their installations. The Safety and Operations Manager will work closely with the Creative Producer and Production Manager to ensure that the event is delivered safely and effectively and that the audience experience is in line with the highest expectations. The Culture Team at NewcastleGateshead Initiative will manage the overall budget for the event and provide general project management support, working in collaboration with Gateshead Council. NewcastleGateshead Initiative s Marketing and Communications Team will lead in the promotion of Enchanted Parks including the design and creation of all marketing collateral, website and online content, press and wider PR opportunities. Gateshead Council s Arts Development and Public Art Team will support the development of the project directly through officer involvement in the commissioning process and site planning. Gateshead Council s Arts Development Team will also support the community engagement aspects of some of the commissioned artworks. Gateshead Council s Events Team will support with the expertise and knowledge of delivering an event of this type, size and style in Saltwell Park with particular reference to site erection, safety of structures, Health and Safety for staff and visitors, traffic regulation and project planning.

5 Safety and Operations Manager - Role and Responsibilities The primary function of the role of Safety and Operations Manager is the safe and effective delivery of the event as the audience experiences it. The appointed Safety and Operations Manager will be expected to undertake the following roles and responsibilities as well as any other tasks identified in order to fulfil the primary purpose of the role as identified above: Lead on Producing the Event Plan with input from the other core team members and commissioning partners. Liaise with and report to the Safety Advisory Group (SAG) and address any concerns raised by them. Work with the Creative Producer to plan the audience experience of the event and identify specific areas for consideration. Lead on producing the global risk assessment for the event and ensure risk assessments and method statements provided by contractors and artists are robust and satisfactory, providing support for this process as necessary. Provide an estimate of the potential audience capacity for the event. Hold responsibility for the negotiation of all necessary permissions and licences for use of the park. With the Creative Producer, plan an appropriate level of stewarding for the event - including professional and volunteer stewards and oversee this onsite, including ensuring adequate briefing of all stewards. Plan site security for the get-in, event and get-out periods and oversee this onsite. Plan fire safety, first aid and separated children provision for the event.

6 Take responsibility for certain aspects of site infrastructure planning, specifically where it impacts on audience experience and event safety, e.g. toilets, fencing, disabled access etc. Create a parking plan, including staffing and signage, and oversee the delivery of this. Brief all staff, crew and volunteers on safe working practices and procedures. Provide onsite Safety and Operations Management each evening and remain onsite throughout the event to deal with unforeseen issues or problems. Provide the necessary evaluation and post-event reporting for NewcastleGateshead Initiative and Gateshead Council In addition, the Safety and Operations Manager will: Work closely with the Head of Culture and Major Events, Carol Bell, NewcastleGateshead Initiative s Culture Team, Gateshead Council, the Creative Producer and the Production Manager to deliver the event to the highest standards. Report regularly to the commissioning group made up of representatives of the above. Wherever possible, use local organisations and individuals when securing the external services required to fulfil the brief. Deliver the event in line with Gateshead s health and safety policies and procedures.

7 SAFETY AND OPERATIONS MANAGER - PERSON SPECIFICATION Experience Significant experience in Safety Management of outdoor events including working closely with local authorities, the emergency services and other agencies. Experience of writing complex Event Plans and Risk Assessments Experience of working on projects with multiple partners Experience of working to tight timescales Experience of working with external contractors including sourcing, getting best value quotations and managing the relationship effectively. Experience of working with professional stewarding and security organisations. Experience of working with project assistants and volunteers. Knowledge and Skills Excellent and current knowledge of Health and Safety legislation and good working practice in event safety and operational planning. Appropriate training and qualifications in Event Safety Management. Excellent written communication skills and the ability to produce clear and accurate documentation Excellent spoken communication skills and ability to respond flexibly to the needs of a wide range of staff, as well as convey project information clearly to non-specialists. Understanding of best practice in making outdoor events accessible to all.

8 Awareness of equality and diversity issues and legislation. A good working knowledge of the North East region would be preferable. Personal Qualities Strong organisational and timekeeping skills. Ability to prioritise workload and respond to changing circumstances. Team player able to quickly build effective working relationships. Attention to detail Interest in the arts and culture and particularly the outdoor arts sector A commitment to facilitating the Creative Producer and commissioners vision for the event. A commitment to delivering the best possible experience for an audience CONTRACT DETAILS Fee 2,500-3,500 inclusive of all costs Contract length approx four months (part time) until the end of December The successful candidate will be required to hold appropriate levels of insurance once contracted. The contract is contingent on the successful outcome of an Arts Council England funding application decision due in early September.

9 APPLICATION PROCESS Applicants are requested to provide a written proposal (2 sides maximum) which should include: Details of how the applicant meets the person specification for the role including details of background and experience. An outline of the proposed approach to the project and the methodology to be used, including key areas of expertise An outline timetable and breakdown of the number of days to be spent on the project, detailing fees and associated costs. A CV (2 sides maximum) should also be provided. The contract will be awarded taking account of the following factors: Quality of the response to roles and responsibilities outline Demonstration of experience relating to the specification Value for money, based on the contractor s proposal Deadline for applications is midday on Friday 9 th August Shortlisted candidates will be notified by Tuesday 13 th August Interviews will take place on Friday 16 th August Proposals should be submitted via to EnchantedParks@ngi.org.uk Any queries regarding this contract should be directed to EnchantedParks@ngi.org.uk or Katy Fuller (Creative Producer) Carol Bell Head of Culture and Major Events NewcastleGateshead Initiative