IF: Milton Keynes International Festival: Project Co-ordinator - Project Brief

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1 IF: Milton Keynes International Festival: Project Co-ordinator - Project Brief Background In 2010 The Stables produced IF: Milton Keynes International Festival to great media and public acclaim. The pilot Festival was developed in response to Arts Council England s ambition to stimulate the level of investment in the arts in Milton Keynes. The funding acted as a catalyst to draw in a range of other public and private sector partners and enabled us to deliver a multi-site, mixed art form festival of 10 extraordinary days with an audience reach in excess of 90,000. Following the success of the 2010 pilot, ACE has agreed to support festivals in 2012 and 2014 which are similar in scale and reflects an ambition for The Festival to become a landmark event in the UK calendar. The 2012 Festival was well received again with a reach in excess of 90,000 people with three London 2012 projects, four UK premieres and 19 commissions and the Sunday Times ranking it in the top 100 UK festivals. IF: 2014 will take place from July. Artistic Vision To raise the artistic adventure of Milton Keynes, surprising its residents and visitors and providing a creative springboard for future artistic engagement. Artistic Direction The Stables is an organisation that engages people with music in all its diversity and the Festival programme seeks to: Engage people with music and sound in surprising ways through an international programme of mixed art forms including, but not limited to physical theatre, dance, performance art, installations, promenade concerts and events IF: 2014 will explore the cityscape and parklands, the built environment and nature s elements, the sacred and the secular, war and peace, discord and harmony, dissonance and resolution. Through large-scale spectacles and intimate experiences the Festival will encourage people to discover what divides us and what unites us.

2 The 2014 Festival programme will feature: International and nationally acclaimed companies / artists working in unexpected places and spaces An Artist-in-Residence Digital platforms Outdoor performances A Spiegeltent at the heart of Festival Central New and site-specific commissions The focus will be on engaging people with outstanding art experiences working with some of the finest producers, artists and companies in the UK and internationally. The programme will draw inspiration from the unique architectural landscape of Milton Keynes and its reputation for innovation, developing work in temporary spaces or unusual locations. We will aim to be culturally aware in terms of the diverse population and the programme will aim to reach and engage as broad a range of the city s residents as possible, whilst pulling in new visitors to the city. To this end, ticket prices for ticketed events will be set to reflect our ambition for reach and engagement. We will encourage and embrace collaboration with other arts organisations where objectives are shared and provide a stimulus in which a Fringe can flourish. Governance and Management The Festival will be delivered by The Stables Events Ltd, a wholly owned subsidiary of Wavendon All Music Plan Ltd (the registered charity which owns The Stables), established to support the development of The Stables offsite work. The board will draw on the advice and support of key collaborators across Milton Keynes that will be valuable in supporting the delivery of the Festival (e.g. Destination Milton Keynes, Milton Keynes City Centre Management, The Parks Trust and Milton Keynes Council). The Festival Director is Monica Ferguson, Chief Executive and Artistic Director of The Stables. The Creative Director is Bill Gee and Executive Producer is Paul Brookes. The Festival Team will be supported by The Stables core staff and volunteers. Marketing and Communications At the heart of the Festival brand are five core values, which underpin the Festival s identity: Artistic, Engaging, Adventurous, Inspiring and Accessible Finance, Administration and Risk Management The Festival budget will be managed through The Stables administration and reporting mechanisms. Risk management systems will be in place to ensure that the organisation s exposure to financial or safety concerns are minimised. Evaluation A comprehensive evaluation study that enables benchmarking with previous editions of the Festival and other UK festivals will be commissioned.

3 Festival Co-ordinator The Festival Co-ordinator will play a pivotal role in ensuring the efficient and effective planning and delivery of the Festival. Reporting to the Festival s Executive Producer, but working closely with all of the Festival team, the role requires a flexible yet methodical approach with a can do attitude. An ability to absorb information quickly and work easily with established systems and processes is essential along with an eye for detail. Communication skills - both written and verbal - are key, along with an energetic and enthusiastic personality that thrives on challenging circumstances, demanding tasks and long days. The role requires a combination of supportive team work and an ability to work with a good degree of independence and responsibility. A passion for and an understanding of outdoor arts festivals / site-specific projects is a distinct advantage. Key Tasks: 1. To assist in all matters relating to the Festival programme, including liaising and negotiating with artists, the Festival team and key partners 2. To prepare contracts for artists and Festival delivery staff 3. To book accommodation and travel for artists and Festival delivery staff 4. To be the main point of contact on arrival for artists during the festival, providing support and resolving any accommodation or other issues that may arise during their stay 5. To support the administration of all licensing and permissions and to work to secure site specific permissions from landowners 6. To support the Customer Services Manager with recruitment, appointment, rotas, training and welfare of Festival volunteers 7. To source and co-ordinate catering concessions, crew catering and artist riders as required 8. To assist The Stables finance department by processing the relevant festival financial information in a prompt and efficient manner 9. To deal with incoming enquiries and distribute messages and information as required 10. To ensure the effective administration of all aspects of the Festival operation 11. To provide production assistance to the Festival producers and programmers for key projects, co-ordinating meetings and resources as required 12. To assist with specific task-based areas of advocacy and marketing, such as organising receptions, events, openings etc as required 13. To attend meetings and take minutes as required

4 14. To carry out project research, prepare reports, briefings and analyse data as requested 15. To support and supervise work-placements and internships working on the Festival 16. To co-ordinate the Festival wrap event and post festival tidy / filing 17. To assist with the co-ordination of the Festival evaluation 18. To maintain appropriate and accurate records as required 19. To undertake any other duties as required that are commensurate with the general level of responsibility of this post Terms of Engagement Location: The Festival Office is based at The Stables, Wavendon, Milton Keynes until the Festival delivery period when it will transfer to a temporary office at Willen Lake Dates Commencing no later than 1 March 2014 and ending no later than 30 August 2014 Fees: Payment of Fees The contract is to include all research, preparation, planning, meetings, delivery, evaluation and reporting. Working hours are flexible to suit the needs of the role. Anticipated commitment is around hours per week based at The Stables until the end of April There will be an intense period of full-time work in the run up to and during the Festival delivery which is the July Circa 10k depending on experience and availability (plus VAT if applicable) Out of pocket expenses when working away from home in the course of the agreed schedule will be reimbursed on submission of relevant VAT receipts (see below) Expenses will be at the following rates: Subsistence outside of the Festival delivery period will not normally be paid The Stables reserves the right to provide catering during the Festival delivery period in lieu of subsistence Accommodation will be booked by The Stables where an overnight stay is required Standard class rail fare, petrol receipts or mileage at an agreed rate can be claimed when travelling to undertake IF: Milton Keynes International Festival business from The Stables, Milton Keynes. Payment of fee will be made in installments in monthly stages in the project, upon: Receipt of written invoice Satisfactory performance against the brief If the project is cancelled a fair apportionment of time to that point will be made by The Stables in agreement with the provider

5 Key Contractual Terms 1. Provider s Responsibilities 1. To conduct themselves in an appropriate and professional manner at all times while engaged by The Stables 2. To work in an inclusive manner with due regard to good equal opportunities practice and taking account of the particular circumstances and target group for the project 3. To treat as confidential any information regarding identity and circumstances of participants in the project and that any information about the project communicated to be agreed with The Stables 4. To acknowledge at all available and suitable opportunities that the project they are engaged to deliver is for the Stables 5. The provider confirms that they are self-employed or trading as a company and will account to the relevant tax authority for income tax, national insurance, VAT and any other liability arising out of remuneration for the Services performed under this Agreement 6. To provide details of a current (less than 2 years old) valid Enhanced Disclosure (CRB) certificate (The Stables require sight of the original certificate) or to undergo a new Enhanced CRB (Criminal Records Bureau) check, processed by The Stables should The Stables require it 7. To ensure the project is delivered at the times and dates agreed 8. To take part in reporting and evaluation activity as requested by The Stables and its agents or partners within the agreed schedule 9. Providers are responsible for insurance cover on their own equipment and belongings. 10. The named provider will be the provider for the duration of the project. The provider may provide a replacement producer under certain circumstances where prior written agreement has been obtained from the Stables 11. The provider shall be liable for any losses or damage incurred by The Stables where such losses are directly caused by neglect or misuse by the provider Health and Safety 1. All working practices shall be conducted in a safe manner 2. Where required the provider shall provide a risk assessment of the activities to be undertaken 3. The provider will comply with the requirements of the Health and Safety at work etc and all regulations thereunder 4. Any material or equipment brought in by the provider must be safe and appropriate for the intended use. In particular any electrical equipment must have a current valid PAT certificate 2. The Stables Responsibilities 1. To provide the provider with an appropriate safe and suitable working environment for the project 2. To coordinate meetings with the project partners and to ensure that relevant partners are available at the agreed times and dates for meetings agreed in the schedule 3. To pay the provider within 30 days upon receipt of invoices and subject to the conditions above 4. To inform the provider at the earliest opportunity of any changes to the schedule or cancellations of sessions. Such changes or cancellations should only be made under exceptional circumstances and for reasons outside the control of The Stables 5. To acknowledge at all available and suitable opportunities the role of the provider

6 6. To make available any images, recordings or documentation of the project made by The Stables to the provider and to Arts Council England for use in relevant reporting and publicity activity, with the exception of any information regarding identity or circumstances of participants required to be confidential 7. The Stables shall be liable for any loss or damage to the provider s equipment where such losses are directly caused by neglect from The Stables. This does not include reasonable wear and tear on equipment used in the project 8. To ensure that the provider is not left at any time in sole charge of a group of children or vulnerable persons without the presence of another suitably qualified adult or member of staff Produced by