Festival Assistant, Wilderness Festival

Job Description

Company: Festival Republic

Department: Wilderness Festival, MAMA Festivals

Location: Farringdon, London and onsite in Oxfordshire

Reports to: Site Manager, Creative Director and Event Manager

Working Hours: Full time and additional evening and weekend working when onsite for the festival.

Contract type: Fixed term until Sept 2023

Role Description

This is an admin-based role to support the Event Management Team advancing and working onsite at Wilderness Festival as a key part of the festival team. The main aim of the role is to assist the team with admin-based tasks supporting the Production and Creative departments.

You will be working onsite during the festival itself but also for the festival build. It is expected that you will be working onsite from around 20th July – 10th August inclusive of weekends. Please only apply if you are able to commit to these dates.

Who you are

Competencies / Skills / Knowledge / Experience
• Exceptional organisation skills and administrative skills
• Good time management and ability to work under pressure
• An ability to prioritise and recognise urgency when it arises
• Demonstrable aptitude for detailed work
• Excellent proficiency with computers, especially Excel and Word
• Can cope with a level of physicality

Behaviours

The following attributes determine how the role will be carried out and are required to be a success
• Able to maintain a polite, professional, and helpful attitude
• Understands the on-site environment and challenges, especially long hours and the British weather!
• An interest in creative production and the Arts is a plus but not a requirement!

What the role includes
• Overseeing and supporting the creative supplier accreditation process
• Gathering quotes, writing Purchase Orders and ensuring they are reflected in the budget
• Sending approved POs and relevant contracts to suppliers, uploading invoice information into finance sheet for payment and liaising with finance department ensuring they are paid on time
• Carry out Year on Year costs comparisons
• Monitoring credit card spending, ordering items as approved by Event Management, filing receipts and complete monthly credit card reconciliations
• Sourcing any ad-hoc items needed for the event
• Updating shared documentation across all departments such as master supplier list, accreditation lists, contact list, etc.
• Creative production team diary management including inputting deadlines and booking meeting rooms
• Attending all relevant production and creative meetings, taking and sharing minutes and keeping track of action points
• Attending weekly Festival Republic Production Meetings
• Taking meeting minutes on behalf of Event Management, Creative Director, Production and Licensing
• Collating and booking all department fridge order
• Distributing and collating all venue and partner festival booking forms including signage and relaying these to production
• Collating Boutique Internal Orders after sign-off by the Event Management Team
• Collating Store Internal Orders after sign-off by the Event Management Team
• Collating information and producing Venue Specifications for each venue to be sent for artist advancing.
• Coordinating with Site Manager and Creative Director to research, book and advance all relevant creative supplies. Including but not limited to venue and site décor, furnishings, props, directional and venue signage
• Authoring of creative site build and break schedule, alongside Site Manager and Creative Director
• Onsite: Managing build volunteers on site
• Onsite: troubleshooting issues as and when they occur, responding to changes on the site/specifications, etc.
• Ad hoc duties as and when required.

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. #FestivalRepublic

APPLICATION DEADLINE: Thursday 9th March 2023. We reserve the right to close applications at any time so encourage early application.

Jobcode: Reference SBJ-g4e2zz-3-134-86-4-42 in your application.