CASTLEMAINE STATE FESTIVAL LTD PRODUCTION COORDINATOR

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1 CASTLEMAINE STATE FESTIVAL LTD PRODUCTION COORDINATOR The Castlemaine State Festival is a multi-arts celebration drawing on the distinctive culture of the central Victorian goldfields region. The Festival showcases works from the region s finest artists and performing arts organisations, alongside those by national and international artists. The next biennial Festival will be held from March The Production Coordinator will support the Operations Manager in the development and implementation of all production requirements associated with the 2017 Castlemaine State Festival, including taking part in the early planning stages of scoping venues and works to be presented in the curated artistic program. The position is a fixed-term contract from September 2015 to 30 June The contract fee is $20,000. The position description is attached and can also be downloaded by visiting Applications must include a relevant CV and address the Key Selection Criteria. Applications are due no later than noon Monday 7 September 2015 and should be sent to information@castlemainefestival.com.au For further information please telephone

2 CASTLEMAINE STATE FESTIVAL LTD POSITION DESCRIPTION Title Location Reports to Direct Reports Employment Conditions Production Coordinator Level 1, 50 Mostyn Street, Castlemaine, Victoria Operations Manager N/A Fixed term contract from September 2015 until 30 June 2017 Remuneration Contract Fee: $20,000 Document date August 2015 Position Purpose The Production Coordinator will support the Operations Manager in the development and implementation of all production requirements associated with the 2017 Castlemaine State Festival, including taking part in the early planning stages of scoping venues and works to be presented in the curated artistic program. Organisational Context The Castlemaine State Festival is a multi-arts celebration drawing on the distinctive culture of the central Victorian goldfields region of old and new, of the artistic and the industrial, and its dynamic community strengths. The Festival showcases works from the region s finest artists and performing arts companies, alongside those by national and international artists. The 2015 CSF was the 20 th festival and 40 th anniversary and was heralded as one of the most successful in the event s history, achieving high levels of audience attendance and audience satisfaction across the wide ranging artistic program. A significant milestone in the event s history, Festival Director Martin Paten presented an ambitious program of over 20 newly commissioned works for the occasion, in addition to a large free outdoor program of events. The next CSF will be held from March 2017 and will be the final festival to be directed by Martin Paten. It will feature surprising and adventurous newly produced theatre and dance works under the Festival s Castlemaine Created banner, present music in some of the region s most distinctive and atmospheric historic and natural settings, take audiences into intimate and personal artist Open Studios and Galleries, celebrate the power of storytelling and social commentary, bring inspiring mentors together with aspiring young artists, and program free public celebrations to delight and welcome the whole community and visitors to the region. 2

3 Key Relationships Internal External Board members, Festival Director, General Manager, Operations Manager, Castlemaine Created Coordinator, Literature Coordinator, Patrons Manager, Development & Marketing Manager, contracted festival staff, and festival volunteers. Artists and key arts organisations and industry bodies, Mount Alexander Shire Council, public safety services, production service providers, venue providers, local participating community organisations and businesses. Responsibilities PRODUCTION & OPERATIONS Support the Operations Manager with the development and implementation of the Festival s Production Plan. Provide administrative support to the Operations Manager to scope and manage all logistic and technical aspects of the Festival including, but not limited to; bump in and out, operations staffing, unaccompanied cargo, ground transport, visas and customs, risk analysis and management, permits and licenses and insurances. Assist the Operations Manager to develop the production schedule and be responsible for updating, maintaining and disseminating the schedule information. This includes the scheduling of artists, production staff, venues and performances. Establish and manage an accurate database of information about participating artists and all associated information including artist transport, accommodation and payments. With the General Manager, develop systems and processes to manage the communication of production information to the festival team and key stakeholders Liaise with artists to collect their technical riders, marketing and merchandising requests (if applicable) to include in Artist Contracts. Ensure Artists Contracts are signed and returned within agreed timeframes. Provide Artist Liaison services leading up to and during the festival to ensure the needs of artists are met. Assist the Box Office Manager and General Manager with venue and event information and changes as required. Provide administrative support for the processing of all contracts for venues, artists, and production service suppliers and contractors. Establish and maintain filing systems for these. Provide administrative support to the Risk Manager as required. FINANCIAL AND STAFF In consultation with the General Manager and Bookkeeper, develop systems for the management and reporting of income and expenditure, purchasing and invoicing of all production related costs. Provide budget reports as required. Assist the Operations Manager with all recruitment and management of the production crew. 3

4 COMMUNICATION Work collaboratively with all members of the festival team and ensure open and clear communication and attend festival team meetings. Develop and maintain effective relationships with all artists, organisations, suppliers, contractors, staff, and other stakeholders. Maintain established systems for information storage and sharing. GENERAL Attend Festival events and functions as required. Other reasonable duties as directed by the Operations Manager. Capability Profile Leadership People management & team work Problem solving & decision making Influencing Communication Customer service Demonstrate a commitment to organisational priorities and values, take personal responsibility, delegate appropriately, adhere to organisational policies and procedures and uphold confidential information. Approach all staff, volunteers and contractors with respect and consideration, collaborate effectively, and encourage continuous learning. Embrace flexibility and lateral thinking, facilitate solutions and make decisions based on an understanding of the relevant issues, factual information and logical assumptions. Seek to secure support and commitment from colleagues through the clear articulation of ideas and opinions and open dialogue, supported where possible by factual information. Actively contribute to a positive and effective work environment through open and inclusive planning, continuous information sharing and transparent work processes. Be accessible to colleagues and stakeholders, work to understand their needs, negotiate outcomes that are acceptable to both parties and deliver as agreed. 4

5 Key Selection Criteria Essential Experience working as a professional events Operations and/or Production Coordinator undertaking the responsibilities identified above. Experience working in the arts, in particular the performing arts and arts festivals. Experience formulating quality administrative management systems. Experience scoping, managing and reporting on event budgets. Excellent written and verbal communications. Excellent time management including setting and meeting deadlines. Intermediate to advanced knowledge of the Microsoft Office suite. Experience working independently and collaboratively as part of a team. Education and Experience Relevant qualification and relevant experience. Authorisation Supervisor: Name Signature. Date Employee: Name Signature. Date 5