Coventry City of Culture Trust Event Operations Manager for Signature Event

Reports to Production Director

Role: Event Operations Manager for Signature EventReports to Production Director

Fee: £15,000 freelance fee

Dates: Start immediately and run until May 31st.

Expected time commitment: Between 1-3 days a week until Jan/Feb then building up to an exclusive

role from March

You must be available throughout April and May 2021

The role will involve some anti-social hours and weekend work, particularly in April and May 2021

Expenses: Away from home expenses to be paid as agreed with the Lead Producer

We are open to applications from individuals or organisations.

Context

In July 2020, we announced that Coventry’s City of Culture programme will start in May 2021 and run for 12 months, allowing us to keep our promise to the city and region - to deliver an extraordinary year while providing some much-needed certainty and resources to our artists and communities.

This is your opportunity to be part of telling the story of a city on the move.

Coventry City of Culture Trust was set up in 2015 to bid to be UK City of Culture in 2021. Now that we have been successful in securing the prestigious title, we are recruiting the team ready to deliver an ambitious UK City of Culture year in 2021 and legacy.

We are a diverse, modern city which is re-imagining the role culture can play in bringing people together. Coventry is a city of welcome, a city of activists and pioneers, a city of peace and reconciliation, a city of innovation and invention, a City of Culture.

The Trust is committed to:

Welcoming 2.5m additional visitors to Coventry in 2021 80% of the city’s residents experiencing at least three events in 2021 Increasing audience attendance from under-represented communities by 20% Activating more than 16,000 volunteers and participants

Making long-lasting, tangible social change in Coventry Transforming who holds the power to create and curate in the city Starting a wave of cultural investment across the region

Signature Event

Taking place over multiple days mid May 2021, the Signature Event will be designed for a large, live audience, working with Covid-19 social distancing parameters. As our city takes centre stage this signature moment will be a significant chance to celebrate the city’s identity, instilling local pride, but also put Coventry on the map for regional, national and international audiences. The event will focus on the city as a place of reinvention, its pioneering and innovative spirit, Coventry as a city of craft and creators, a city of activism, of peace and reconciliation, a city which has long welcomed and celebrated people and cultures from around the world. Coventry as a city of movement.

Job Description

We are looking for an Event Operations Manager (EOM) to drive forward the operational planning of the Coventry City of Culture 2021 Signature Event. This role focuses on working with the many agencies for the City-wide planning, hosting meetings, working with stakeholders, preparing documents and paperwork. To include working with the Safety Management team, the Crowd Safety Manager and the traffic management provider.

The EOM will be responsible for the customer facilities and experience, which includes access provision and working with the Comms team regarding the ticketing arrangements.

This person will work closely with the Lead Producer and Coventry 2021 Production Manager on planning and delivery of the event but will ultimately report to the Event Director (the Trust’s Production Director).

We are open to applications from individuals or organisations.

The Role

To lead on the event operational details required to deliver the Signature Event, on behalf of the Production Director

To deliver the logistics and planning of the event dovetailing with City stakeholders To attend the SEPG, SAG meetings and production meetings Co-ordinate and chair necessary sub committees Administer and book equipment and resources needed to deliver elements of the logistic

planning (first aid, toilets, signage – customer facing elements) To work closely with the traffic management provider To be across the ticketing arrangements (as required) To work with the Event Safety team and Crowd Management team on the planning and

circulation of information To consider and implement in the event planning the needs of accessible customers This is a planning and administration role that will become hands on for the event delivery To recruit additional members of the event delivery team, as required and agreed, for

example, Access Managers, Site Managers etc… To keep the Production Director up to date with the planning process Work with the Lead Producer to monitor delivery timelines and to have an overview of the

delivery budget

To work, with the support of the “in house” production team on administration and organisation of contracts, licences and certifications.

To be part of the Event delivery, on the ground, managing the teams and being a conduit of information.

To commit to and promote the Trust’s sustainability and access policies. To actively engage with the organisation’s vision and policies regarding equal opportunities

and diversity, health and safety, evaluation and monitoring, supported by the Head of Production.

To be aware of and undertake to comply with the Trusts GDPR, Health and Safety and Diversity and Equality Policies.

Personal Specification

A proven understanding of working on complex, major events in a multi-site, city centre context.

Excellent organisation skills, with the ability to balance and prioritise a diverse workload. Excellent administration skills with strong attention to detail. Demonstrable knowledge of event infrastructure and planning considerations. Experience managing teams to deliver large-scale, complex projects and/or events. An in-depth knowledge of health and safety processes in event management.  Ability to use CAD for reviewing plans. Confidence to take on an array of responsibilities and working with multiple partners and

stakeholders Strong working knowledge of Microsoft Office and willing to learn use of other software tools. Good understanding of the principles of safeguarding and health and wellbeing in the

workplace. Be passionate about the power of arts & culture to create social change. Attributes of diplomacy, confidentiality, trust and respect for colleagues and partners. Ideally to be from or based in Coventry or the surrounding region

General

We aim to reflect all the city’s communities in our workforce and as such candidates from currently under-represented groups, including those with disabilities, are especially encouraged to apply.

Process

Please submit up to a 2-page letter plus an up to date CV addressing your interest and suitability for the post with reference to the personal specifications.

Coventry City of Culture Trust is committed to equal opportunities and will treat all applications fairly based on written submissions, please complete the anonymous equal opportunities google form available at www.coventry2021.co.uk/jobs. Applications should be sent to production@coventry2021.co.uk

Timetable

Advertised – 7th August

Applications close – Friday 21th August, 11am

Interview date – w/c 24th August

Following government guidelines, interviews will likely be held via video conferencing software.

Terms and Conditions

On appointment the successful candidate must be able to provide the correct documents as proof of their right to work in the UK

For more information about the Coventry 10-year Cultural Strategy visit www.covculture.com and for more information about Coventry UK City of Culture 2021 visit www.coventry2021.co.uk