POSITION DESCRIPTION Ref: HRF013 Issue No.:5 Date: Mar 2018 Position Title: Divison: Department: Assistant Producer OzAsia Festival Programming OzAsia Festival Programming, Development and Venue Sales Classification: P&A 4 Ordinary working hours and days: Reports to: Positions reporting to this role: Working hours are primarily undertaken between Mondays and Fridays. During Festival periods, after hours work, including weekends will also be expected. OzAsia Festival Producer Outdoors Program Nil. Significant working relationships: Artistic Director, OzAsia Festival Creative Director, OzAsia Festival OzAsia Festival staff including Volunteer Coordinator Production staff including Production Coordinator External customers (Community Groups, Stall holders, Schools and Sponsors) Education Officer (specifically relating to Moon Lantern Festival) Internal customers (employees of Adelaide Festival Centre Trust) Programmed Artists and Partners Decision making / Purchasing Authority: Special conditions Within delegated limits of authority. After hours work will be required, particularly during the Festival period. Information on Adelaide Festival Centre Trust Adelaide Festival Centre is central to the Arts in South Australia and an integral part of community life in the state. Adelaide Festival Centre welcomes the community, artists and companies and provides arts leadership in SA. We celebrate and showcase Australian artistic achievements, develop them for a world audience and bring stimulating ideas and projects to our state.
Department Overview OzAsia Festival is Australia s leading arts festival engaging with and presenting Asian performing arts in Australia. The festival is held annually over two weeks in late October at venues and sites around Adelaide Festival Centre. The Festival also engages in co-productions and commissions as well as local and international exchange with Asia. The wider Programming Department is charged with the responsibility of meeting the artistic objectives of the Trust. Its mission is to provide a balanced program of arts and entertainment, which assists with the development of the arts in Australia and South Australia and creatively and effectively utilises the venues of the Adelaide Festival Centre. Summary of Key Purpose: To contribute to the coordination and realisation of the vision for the outdoor program which includes Moon Lantern Festival and all outdoor music and performance program components of OzAsia Festival. This includes working alongside the Creative Director and Producer for Outdoor programs to coordinate the logistical aspects and community of a variety of events. To communicate and maintain excellent relations with all key stakeholders, community groups, artists and internal festival staff for major outdoor programs and events. Outdoor Music Program To successfully coordinate the international music, local music and community program performances across outdoor music stages and roving performance areas across the festival dates of 25 Oct 11 Nov 2018. Moon Lantern Festival To successfully assist with the coordination of the Moon Lantern Festival event. This includes programming and engagement for all professional and community artists as well as workshops and food stalls components of the OzAsia Moon Lantern Festival by providing the link between programming and production in collating and facilitating all technical, site, catering and logistical requirements and information for all activity involved in the Festival. General To oversee festival administration, scheduling and logistics.
Moon Lantern Festival and Outdoor Program Specific Responsibilities In collaboration with the Producer for Outdoor programs and occasionally the Artistic Director, finalise the professional and community program components for all outdoor events including international and national musicians, DJs, and all community artist groups. The primary coordinator contact and liaison for all artists, community groups and other organizations for their on-stage/roving performances, workshops and parade participation in all OzAsia Outdoor events. The primary logistics contact and liaison for all community groups and other organizations providing catering or market stalls when on-site in Elder Park. With the Outdoor Producer, contact, select and coordinate all stall holders to be included as part of the Moon Lantern Festival. Assist with the Moon Lantern Festival parade logistics and work with the Producer, Production Coordinator and Site Manager to ensure appropriate marshaling for the parade. To gather and collate all technical requirements from artists, community groups and other organizations performing and to work closely with Production Coordinator to manage these performances and the rehearsal & running schedule across all Outdoor programs. To generate regular correspondence regarding the on-stage performances, workshops and parade activities for MLF to all schools, community groups and other organizations leading up to the events. Liaise with Education Coordinator, Production Coordinator and Lantern Workshop Manager to ensure support for school activities and lantern making workshops prior to Moon Lantern Festival. Other tasks as relevant to the logistics for the Moon Lantern Festival and Outdoor music program / roving events, schools and communities as they come to hand. Generate consistent regular correspondence regarding the onsite requirements for community groups and other organizations leading up to the festival. Liaise with the Volunteers Coordinator to ensure there are the appropriate volunteers where required throughout the festival. To gather and collate all technical requirements (including menus & prices) from the community groups, food vendors and other organizations providing stalls to the event. To ensure all stall holders coming onto the park; have paid a site fee, have relevant insurances in place, comply with or are aware of their requirements in regards to food safety prior to MLF. Other tasks as relevant to the logistics for the Moon Lantern Festival site, Outdoor program events, workshops and stage program as they come to hand. Administration Support OzAsia Festival Producers and team in the delivery of the core events of the festival. Support the running of weekly meetings; maintain agendas, to-do lists and meeting minutes. Maintain the master Festival schedule for Outdoor events. Track and maintain all outgoing and incoming contacts and invoices for the outdoor program. Track and maintain all visas for incoming international artists in the outdoor program, and collaborate with Outdoor Producer to complete visa applications. Arrange ground transportation for incoming international guests for outdoor programs. Book flights and accommodation for all incoming international guests for outdoor and music programs. Artist liaison on the ground during the festival, looking after the artist s experience. Adhere to and maintain project budgets. Use existing database software at Adelaide Festival Centre training will be provided
EBMS (Event Business Management System): Employees are responsible for ensuring that they attend EBMS Training and seek further EBMS Training as needed to perform their role. Complete EBMS (Event Business Management System) training in order to be able to use the system effectively, perform queries and produce different styles of reports as required by the job function Employee Work, Health and Safety Responsibilities: Care for their own and others health and safety. Comply with any reasonable instruction from the department, so far as you are reasonably able. Cooperate with all reasonable departmental policies and procedures. Comply with the WHS legislation. Wear and maintain Personal Protective Equipment (PPE) as directed. Use other safety and emergency equipment provided in the workplace. Assist with and conduct risk assessments. Report a hazard, incident, injury or illness arising from workplace activities within 24 hours. Implement WHS policies, procedures and safe systems of work.
Key Competencies: Qualification / Education Tertiary qualifications in arts management or related areas Technical / Business Skills & Personal Attributes Sound communication and interpersonal skills Previous experience working in an event assistant or coordinator role Ability to use initiative and work with minimal supervision Utmost confidentiality & discretion High degree of computer literacy including MS Office products Good time management and organisational skills Proactive, enthusiastic, results orientated focus Desire to contribute to a happy, healthy work environment Sound numerical skills A passion for and strong understanding of the arts/entertainment industry Requirement (essential / desirable) Qualification / Education