Production Coordinator

Job Description

Company: Festival Republic

Department: Production

Location: Farringdon, London and extensive onsite working during festival season

Reports to: Event Manager

Working Hours: Monday to Friday 10am – 6pm with extra weekend working throughout the festival season as required. Onsite hours are 8am – 8pm.

Contract Type: 12 months fixed term contract

Role Description

The Production Coordinator is a key part of the planning team for their events. The main aim of the role is to ensure all infrastructure, contractors and staff are booked and arrive correctly. The role will initially focus on Leeds Festival but is likely to have scope across other Festival Republic shows alongside.

Who you are

Competencies / Skills / Knowledge / Experience

Essential
• Detailed project management / planning including joined up thinking
• Ability to delegate whist maintaining an overview of the team
• Ability to disseminate the correct information to all parties involved in the event
• Ability to prioritise and meet deadlines
• Contracting and managing services and staff
• Exceptional attention to detail

Desirable
• Large scale events
• Project management
• Planning and adhering to a budget
• Negotiation and liaison with contractors
• Working under pressure and in pressurized situations
• Has had Event Management training

Behaviours
• Confidence to lead and manage
• Excellent communication skills
• A willingness and understanding that you will need to be onsite at festivals. Particularly over the period between late-July and early-September
• Level-headedness
• Accuracy
• Ability to prioritise
• Anticipatory and proactive approach to problem solving

What the role includes

Planning
• Achieving tasks, targets and deadlines outlined in the timeline and checklist
• Collating and booking all contractors' and staff requirements onsite including those passed over by Licensing Co-ordinator
• Keeping the production schedule up to date throughout the planning process and ensuring all contactors and staff arrival and departure details are included on it as well as licensing conditions and agency meetings
• Attending contractor or internal meetings, preparing agendas, minutes and following up on
• Working closely with Site Manager
• Action points as required

Appointing Contractors
• Preparing specifications for all infrastructure
• Negotiating and agreeing best prices for each contract using agreed rates under group buying deals where applicable, raising purchase orders and liaising with accounts over payment schedules. Keeping track of whether all purchase orders have come back signed
• Sending out confirmation letters, purchase orders and relevant Health and Safety paperwork
• Ensuring all contacts for the show are updated and circulated throughout the planning process

Requirements
• Ensuring all plant and vehicles are correctly insured
• Assessing and booking onsite and offsite accommodation
• Liaising with sponsorship teams and bars / traders (including boutique camping) and ensuring their requirements have been met

Staffing
• In conjunction with the Event Manager and Licensing Co-ordinator, line management of the Production & Licensing Assistant
• Recruiting and booking staff for the production office

Delivery
• Organising the set up / delivery of all kit and services to the production office
• Dealing with accounts queries – checking purchase orders, details of payments and agreed terms, investigating problems
• Reconciliation of missing equipment, damaged vehicles and plant post show
• Dealing with insurance claims post show

Debrief
• Collecting production and contractor debriefs and passing to Licensing Co-ordinator for collation
• Preparation of a debrief report on improvements for the following year
• Ad hoc tasks as required

Extra responsibilities during the event onsite
• Managing the onsite Production Office (team or circa 5-6 freelancers)
• Organising radio channels and the allocation of radios onsite to personnel
• Organising the meal ticket system
• Organising and updating/disseminating running orders
• Organising and maintaining petty cash for the event
• Point of contact for contractor queries
• Ensuring all contractors arrive at the correct time
• Managing of all contractors, services and staff outlined above

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.

#LI-SL1 #FestivalRepublic

APPLICATION DEADLINE: Wednesday 27th November 2024. We reserve the right to close applications at any time so encourage early application where possible.

Jobcode: Reference SBJ-rb48xy-18-217-162-18-42 in your application.