ARTS EVENTS COORDINATOR BRIEF - Offaly County Council

Page created by Marion Burke
 
CONTINUE READING
ARTS EVENTS COORDINATOR BRIEF - Offaly County Council
ARTS EVENTS
COORDINATOR
BRIEF
Offaly County Council
Arts Office
ARTS EVENTS COORDINATOR BRIEF - Offaly County Council
Introduction:

Offaly County Council Arts Office will be managing the delivery of two major events in 2018:

       Offaly Culture Night (Friday 21st September, 2018) involves partnerships with venues (public,
        private and commercial) across the county to engage and promote arts activity and events
        (artists, bands, dance troops, drama) as part of a national Culture Night celebration.
       Hullabaloo! Offaly’s Children’s Arts Festival (31st Oct to 3rd November) is an important annual
        fixture in the county’s calendar of arts and culture festival events. Now in its 12th year,
        Hullabaloo! focus is on 3 – 12 year olds and their families. The festival runs over four days
        during the Halloween mid-term break, with events programmed in Birr, Edenderry, Tullamore
        and Clara. It is co-produced by Birr Theatre and Arts Centre in partnership with Offaly County
        Council Arts Office.

In order to facilitate and develop these programmes, Offaly County Council requires a temporary part
–time independent coordinator to undertake the following work: -

The main duties include: (See attached work time-line for further details)
       Event management: The preparation and implementation of event management plans, for
        Culture Night Offaly 2018 and Hullabaloo! respectively, in consultation with Offaly County
        Council Arts Office.
       Programme Scheduling:
            o Hullabaloo! - Liaise with venues and artists participating in Hullabaloo! coordinating
                 the workshops / performances to included scheduling times/dates/venues for all the
                 programmes events working to a given budget.
            o Offaly Culture Night Liaise with artists and venues on their specific requirements for
                 the night. (i.e. space requirements, PA)
       Brochures: Prepare the Hullabaloo! festival Programme and Offaly Culture Night Programme
        for printing, to include drafting and proofing.
       Distribution: Aid in the distribution of the programmes to specified venues and outlets.,
       On the Ground Assistance: - Assist with ‘on the ground’ coordination during Hullabaloo! and
        Offaly Culture Night –Candidate will be assigned to one area i.e Edenderry, Tullamore or Clara
       Publicising the Events: Plan and implement a PR campaign for Hullabaloo! and Offaly Culture
        Night. Assist with publicising the events including management of social media feeds/Press
        Releases/launches.
       Audience Evaluation: Deliver an audience evaluation report for both events.

Skills & Personal Qualities of the Ideal Candidate:

       Preferable third level qualification in Arts Administration or Public relations or extensive
        experience in same.
       Experience of programme scheduling and organising Festival/Cultural Events.
       Proven track record of working to deadlines.
       Good communication skills, telephone, written and interpersonal skills required to deal with
        the public, artists and venues.
       Excellent Public Relations skills including experience of writing press releases, information
        brochures, social media posts and liaising with the media.
       Excellent organisational skills.
       Ability to work autonomously as well as part of a team.
ARTS EVENTS COORDINATOR BRIEF - Offaly County Council
      Hold a full driving licence in respect of Class B vehicles.
         Successful candidate will be need to be Garda Vetted.

Coordinator Work time line and Key dates

                    Offaly Culture Night 2018                  Hullabaloo! Offaly’s Children’s Arts Festival
                                                               2018
 August             Up Load events to National Culture         Contact artists and venues to start
                    Night website                              scheduling festival programme
                    Start compiling Offaly Culture Night       Throughout August
                    Draw up an event management plan.
                    Brochure completion date for 17th
                    Aug 2018
                    Week of 20th Aug 2017 Plan and start
                    implementation of PR Campaign for
                    lead up to Offaly Culture Night to
                    include: Official Launch, Press
                    Releases, Advertising (Radio and
                    Print) and Social media feed to
                    continue over the weeks prior to
                    Culture Night
                    Compile a one page Audience
                    feedback form
 September          Week of 3rd Sept 2018:                     Draw up an event management plan.
                    Aid in distribution of programmes and
                    audience feedback forms to venues
                    and outlets.
                    Local launch of Offaly Culture Night
                    Programme
                    Week of 10th Sept 2018 Focus on PR         10th Sept 2018– Deadline for completion
                    Campaign up until Culture Night            of Festival programme for final proofing
                                                               and Print
                                                               Week of 10th Sept 2018 – Start plan for
                                                               0fficial launch
                    Friday 21st Sept 2018 Oversee events
                    on Culture Night in one specified area
 October            Collection and evaluation of Audience      5th Oct 2018 Press Launch
                    Feedback forms and audience figures        Week of 9th October Plan and start PR
                    from each venue. Submission of             campaign Press Releases/Social Media
                    audience evaluation report                 feed etc
                                                               15th Oct 2018 – Programme Distribution to
                                                               Schools
                                                               Week
                                                               Week 15th Oct up until the Festival
                                                               Keep in regular contact with artists and
                                                               venues to ascertain any possible problems
                                                               that may arise.
                                                               Focus on PR and social media feed
November                                                   31st – 3rd Nov 2018 On the ground
                                                            assistance in specified area during festival
                                                            Prepare statistical report based on
                                                            audience figures booked and submit
                                                            programme evaluation by end of
                                                            November.

Payment:

       A fully inclusive fee in the sum of €4,000.00 to include all travel, subsistence, and any other
        costs that may arise will be paid to the successful candidate.
       The fee will be paid in four moieties.
            o €1000 on delivery and approval of Offaly Culture Night Programme text.
            o €1000 on delivery and approval of Hullabaloo! Offaly’s Children’s Arts Festival
                  programme text.
            o €1000 on Submission of Offaly Culture Night Audience Evaluation Report.
            o €1000 on Submission of Hullabaoo! Offaly’s Children’s Arts Festival Report.

Selection Criteria:

In the selection of the coordinator, the following criteria will apply and will be weighted accordingly:

            o   Experience of organising and presenting events                      30%
            o   Marketing, PR and Communications Experience                         30%
            o   Knowledge of Arts/Cultural Sector in Co. Offaly                     20%
            o   General and Financial Administrative Experience                     20%

Submitting your Proposal:

Email the following to arts@offalycoco.ie no later than 3p.m. on Wednesday, 20th June, 2018

       A cover letter outlining your experience in terms of the above selection criteria detailing
        similar projects to-date as well as your experience to-date in marketing, PR and
        Communications.
       A CV with two references

For further information, please contact Arts Office Offaly County Council 05793 57400
You can also read