Job Summary:

Company: Festival Republic

Location: Farringdon, London and onsite at festivals

Reports to: Event Manager

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

Contract type: Fixed term until end of Sept 2025

Role Description

The Junior Production Coordinator is a key part of the planning team for their events. The main aim of the role is to support the Senior Production Coordinator in ensuring all accommodation, catering, infrastructure and contractors are booked and arrive correctly. The role has a weighted focus on accommodation and catering requirements for staff and contractors.

You’ll be working on Reading Festival as well as our Finsbury Park shows in summer 2025. This is a role that will require onsite working during the event but also for a considerable period in the lead up to the shows. As such, we’ll need you to be working onsite during the below periods including weekends:

25th June – 18th July onsite for Finsbury ParkAugust in its entirety for Reading Festival

Who you are

Competencies / Skills / Knowledge / Experience

Essential

Confident user of Microsoft Excel – you’ll need to be comfortable using basic formulae as a minimum skill level. More advanced skills would be an advantageDetailed project coordination / planning including joined up thinkingAbility to delegate whist maintaining an overview of the teamExperience with booking accommodationAbility to disseminate the correct information to all parties involved in the eventAbility to prioritise and meet deadlinesContracting and managing services and staffExceptional attention to detailExcellent communication skills

Desirable

Having prior experience working onsite at a festival would be advantageousLarge scale events workingPlanning and adhering to a budgetNegotiation and liaison with contractorsWorking under pressure and in pressurised situations

Behaviours

The following attributes determine how the role will be carried out and are required to be a success

Confidence to assist with on-site team managementLevel-headednessAccuracyAbility to prioritiseAnticipatory and proactive approach to problem solving

What the role includes

Planning

Achieving tasks, targets and deadlines outlined in the timeline and checklistManagement of accommodation booking and liaison with all key hotels / staff to ensure staff know where they are staying and the hotel has a record of the bookingManagement of on site catering both in advance and on siteCollating and booking all contractors’ and staff requirements onsite including those passed over by Licensing Co-ordinatorKeeping the production schedule up to date throughout the planning process and ensuring all contactors and staff arrival and departure details are included, as well as licensing conditions and agency meetingsAttending contractor or internal meetings, preparing agendas, minutes and following up on action points as requiredWorking closely with Senior Production Coordinator

Appointing Contractors

Preparing specifications for all infrastructureNegotiating with suppliers and comparing quotes to secure the best possible dealRaising purchase orders and liaising with accounts over payment schedules.Sending out confirmation letters, purchase orders and relevant Health and Safety paperworkEnsuring all contacts for the show are updated and circulated throughout the planning process

Requirements

Ensuring all plant and vehicles are correctly insuredLiaising with sponsorship teams and bars / traders (including boutique camping) and ensuring their requirements have been met

Staffing

In conjunction with the Event Manager and Senior Production Co-ordinator, line management of the Production AssistantRecruiting and booking staff for the production office

Delivery

Organising the set up / delivery of all kit and services to the production officeDealing with accounts queries – checking purchase orders, details of payments and agreed terms, investigating problemsReconciliation of missing equipment, damaged vehicles and plant post showDealing with insurance claims post show

Debrief

Collecting production and contractor debriefs and passing to Licensing Co-ordinator for collationPreparation of a debrief report on improvements for the following year

Extra responsibilities during the event onsite

Managing the onsite Production Office (team of circa 5-6 freelancers)Organising radio channels and the allocation of radios onsite to personnelOrganising the catering systemOrganising and maintaining credit card receiptsPoint of contact for contractor queriesEnsuring all contractors arrive at the correct timeManaging of all contractors, services and staff outlined above

Equal Opportunities

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion.  You will be working in an inclusive environment and be encouraged to bring your whole self to work.  We will do all that we can to help you successfully balance your work and homelife.  As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.  It’s talent that matters to us and we encourage applications from people irrespective of their gender identity, race, sexual orientation, religion, age, disability status or caring responsibilities.

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: Monday 6th January 2025. We reserve the right to close applications at anytime so encourage early application where possible. We enjoy an extended Christmas break so will be reviewing applications in January - thanks for your understanding.

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