Event Coordinator - Wilderness Festival

Job Description

Company: Festival Republic
Department: Wilderness Festival
Location: Farringdon, London with onsite working at the festival. Onsite from approx. 20th July – 11th August inclusive
Reports to: Event Manager
Working Hours: Full time with extended hours onsite
Job Type: Fixed term until October 2026
Role Description
This is a unique and exciting opportunity to gain first-hand experience in the planning and delivery of a long-standing, multi-generational, multi-arts festival. The role provides direct support to the Event Manager across advance and onsite operations, offering valuable insight into the various responsibilities involved in the delivery of an event, spanning licensing, local engagement, supplier and staff coordination, partnerships, budgeting and more.
Who you are
You may have previous experience in the following roles: administrative support; project administration or management; local authority licensing / compliance; event operations / management

Competencies / Skills / Knowledge / Experience
Essential
• Exceptional organisational and administrative skills
• Able to work independently and as part of a team
• Joined-up thinking and analytical skills and the ability to prioritise and meet deadlines
• Excellent proficiency with computers, especially Excel and Word
• Excellent communication skills
• Ability to manage a team and external contractors/suppliers
Desirable
• Demonstrable experience and knowledge of events
• Understands the challenges and variations of an on-site environment
• Experience working with agencies
• Experience with/knowledge of various platforms and programmes such as Ontrack, Canva, Eventree, Notion, Jotform etc.
Behaviours
The following attributes determine how the role will be carried out and are required to be a success
• Detail-oriented and proactive with the ability to problem-solve
• Level-headed and able to remain calm under pressure / in a pressurised environment while maintaining a polite, professional and helpful attitude
What the role includes
Licensing, Compliance & SAG Liaison
• Lead event licensing compliance and annual review of the Event Management Plan
• Act as primary liaison with SAGs and statutory agencies; attend meetings, manage documentation, and track actions
• Manage all licence and regulatory applications (traffic orders, closures, PPL/PRS, film, RAT, etc.)
• Monitor legislative changes and support implementation
• Coordinate pre-show tabletop exercises and on-site daily agency meetings, including silver stats reporting
Local Liaison & Community Engagement
• Lead all local liaison and community engagement, including resident communications, forums, councils, ticketing and bursary processes
• Manage on-site local communications and issue response
Operational Suppliers & Consultants
• Support tendering, contracting and day-to-day management of operational suppliers and consultants
• Act as a primary contractor contact on behalf of the Event Manager
• Support traffic, security and stewarding plans
• Lead coordination of all transport operations and contractor briefings, including required checks
Staff Coordination & Communication
• Recruit, contract and advance operational staff and support wider ops team resourcing
• Manage on-site show runners and volunteers, including duties allocation and petty cash
• Set up and manage on-site staff communications and information resources
• Act as point of contact for staff queries
• Coordinate staff equipment, welfare initiatives and post-show debriefs
Planning, Tracking & Reporting
• Maintain the master show timeline and track delivery against the Event Improvement Plan
• Coordinate agendas, minutes and action tracking for operational meetings
• Support cross-department communication and process efficiency
• Contribute to post-show development of the following year's Event Improvement Plan
Finance & Budget Support
• Assist with event budgets, P&Ls, partner recharges and reconciliations.
• Track credit card and account expenditure.
• Update budget with any final costs for directly booked equipment, suppliers and staff.
Accommodation & Catering
• Coordinate staff, crew and supplier accommodation, including external structure orders.
• Manage crew catering, per diems and food/drink tokens, including systems and post-show reconciliation
Partnerships
• Support management and tracking of partnerships, contracts, deliverables, accreditation, ticketing and reconciliation
• Act as primary contact for smaller service and charity partners
• Support delivery of contractually agreed partner activations and extras (e.g. accommodation, experiences, F&B, FOC stock)

Festival Experiences/Store Management
• Support setup, sales tracking and on-site operations for the Wilderness store and bookable experiences
• Manage order collation, payments and post-show analysis to inform future programming

Customer Information & Services
• Support Customer Services with communications, complaint handling, and issue escalation
• Track trends, maintain complaints/resolution logs, and update website information
Site Preparation & Delivery
• Manage inventory and photo log of owned/stored items with other teams
• Coordinate event signage and print requests, finalising and ordering as needed
• Arrange team van runs to and from site
Event Management
• Support event teams and attend meetings to shadow the Event Manager as required
• Provide on-site operational oversight, proactively monitoring teams, troubleshooting issues, managing enquiries, and documenting improvement opportunities
• Support the Event Manager with coordination of Cornbury Park Estate partnership
Other Opportunities
• Opportunity to work on-site at other Festival Republic events in various roles, subject to workload and agreement with Event Manager

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: Wednesday 4th February 2026. We reserve the right to close applications at any time so encourage early application where possible.
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Jobcode: Reference SBJ-23nom5-18-97-14-88-42 in your application.