Canal Festival Event Coordinator

Canal Festival Event Coordinator

Overview

Falkirk Community Trust (FCT) seeks an experienced freelance event coordinator to support the delivery of an engagement project and outdoor event Canal Festival: Time Machine 24th May, 2020.

A signature event of the 2020 Year of Coast & Waters, the event is supported by Event Scotland and being run as a partnership programme by the Great Place Falkirk Scheme, the events team at the Helix, and Scottish Canals. The Festival will focus on a number of key sites and animation points along the Falkirk Canal corridor, including the renowned Helix Park and Kelpies, Lock 16, and the Falkirk Wheel.

Reporting to the Great Place Project Coordinator and the Senior Events Officer at the Helix, the Event Coordinator will be key to the successful delivery of this unique festival.

1. Context

Canal Festival: Time Machine will take place on 24th May, 2020, along the canal corridor between the Kelpies at the Helix and the Falkirk Wheel. Three main sites will host the majority of programme activity:

  • Helix Park and the Kelpies, the world’s largest equine structures. The park has quickly become a top visitor attraction in Scotland and is quickly gaining a reputation for delivering excellent quality events.
  • Lock 16, a key site for our community links and an area at the heart of regeneration efforts along the canal corridor, encompassing the development of a new canals centre in the Barr factory, and the renovation of the historic Rosebank Distillery.
  • Falkirk Wheel, the world’s first and only rotating boat lift at the intersection of the Forth & Clyde Canal and one of the area’s most iconic landmarks.

The event is delivered in partnership between Scottish Canals, the National Lottery Heritage Funded Great Place Scheme and The Helix Events team, both of which are located within Falkirk Community Trust, a charitable company set up by Falkirk Council to deliver culture, library, recreation and sport services on its behalf.

The aims of the event include to: 

  • Activate the canal corridor between two of Scotland’s most iconic tourist attractions (The Kelpies and The Falkirk Wheel) with activities both on and off water.
  • Stimulate tourist interest in both sites with a high profile event that draws participation from across Scotland, while engaging locals in use of the canal corridor and promoting the area more widely to national and international visitors.
  • Celebrate the transformation through time of the canal corridor – from its industrial heyday to its rebirth as one of Scotland’s key tourism destinations.
  • Bring stakeholders, partners, users and local communities together to celebrate Scotland’s inland waterways and the role they have and continue to play in the rich history of the nation.

2. Heritage Engagement Activities

It is envisioned that the Event Coordinator expertise will be integral to successfully delivering the event. Further to the overall aims of the festival itself, the Great Place scheme will fund engagement activities focussing primarily on the communities along the canal corridor. These activities will primarily be delivered by the Great Place team but many will feed into the festival so some involvement from the Event Coordinator will be necessary.

Goals of the engagement activities include to:

  • Encourage local communities to engage with the canal
  • Highlight the history of the canals
  • Develop work for inclusion in the festival

3. Structure

The Event Coordinator will be based within FCT reporting directly to the Great Place Coordinator and the Senior Events Officer, The Helix department.

The Event Coordinator will be expected to work closely with the Great Place team, the Senior Events Officer and Events and Promotions Officer, The Helix Park and Visitor Centre team, project partners at Scottish Canals, external contractors and contracted artists and local community partners. The Event Coordinator will be required to work with Festival volunteers assigned to sites between and including the Helix and Lock 16.

The Great Place team consists of: Project Coordinator, Activity Lead Officer for Tourism, Leisure & Events, Activity Lead Officer for Engagement, Research & Development, Activity Lead Officer for Learning, Culture & Creativity, placement students, and volunteers.

The Helix team consists of:  Team Leader, Senior Events Officer, Events and Promotions Officer, Duty Officer, working in conjunction with The Helix Parks and Visitor Centre team, box office, marketing, and volunteers.

Production responsibilities will focus primarily on the sites at the Helix and Lock 16, but close coordination with the team at the Falkirk Wheel will be essential.

4. Roles and Responsibilities

As part of the events team’s work within the existing FCT organisational structure, the Event Coordinator will undertake the following responsibilities:

 

Event Coordinator Responsibilities

Event Delivery

·  In collaboration with the Event Working Group, lead on the successful delivery of Canal Festival on the 24th May.

· Build a festival schedule and timeline of activities including roles and responsibilities of staff and volunteers.

· Be the primary contact and liaise with all performers and contractors involved in the festival regarding their schedule and requirements.

· Assist with the management of the event budget and ensure that an accurate track of expenditure is maintained.

· Work on licences, production schedules, contracts, staff and volunteer briefings and any other tasks associated with the event

· Coordinate with outreach activities in advance of the festival.

· Liaise with the marketing team and PR firm to ensure information is disseminated on schedule.

· Be responsible for an area of the event on delivery day, ensuring that the health and safety is adhered to at all times.

· Assist with the build and de-rig of installations on event day.

· Maintain excellent relationships and communications with all event partners, colleagues, participants and audience.

· Carry out any other duties relating to event production and commensurate with the role, as required by the Event Working Group.

 

 5. Timescale

This is a self-employed contract which will be 35 days beginning 24th February 2020, ending 30th May 2020. Essential days required:

24th May 2020              

An appropriate schedule would be worked out between the Senior Events Officer and Events Coordinator at the start of the contract.

While some work may be undertaken remotely or at flexible times, the contractor will be required to time in the FCT office and other locations in the Falkirk area to deliver the event.

This contract is offered on a self-employed basis and the contractor should take full responsibility for any tax and national insurance contributions relating to the fee.

7. Budget

The contract is offered with a fixed fee of £5,250 including expenses, which will be paid by agreed instalments over the course of the contract (subject to receipt of invoices).

8. Person Specification

For successful delivery, this contract will require:

  • A high degree of organisation, flexibility and professionalism
  • Proven experience of event production and delivery
  • Proven experience of organising detailed technical production
  • Proficiency in written and verbal communications
  • A high degree of accuracy and attention to detail
  • Ability to multi-task, work calmly under pressure and meet tight deadlines
  • Proven ability to work independently with only general direction and minimal supervision
  • Experience of working within a community environment and liaising with a wide range of event stakeholders, performers and audiences
  • Excellent interpersonal and team working skills and ability to lead
  • Ability to think creatively, independently and problem solve
  • Knowledge of Event Production Health and Safety
  • Experience of working on projects within a large publicly funded organisational structure are desirable
  • First aid qualification (desirable)
  • Full, clean UK driving licence (essential)
  • PVG / Enhanced Disclosure Scotland (desirable)

9. Application and Selection Process

Individuals interested in being considered for the Events Coordinator contract should send:

A CV and covering letter outlining why they are suitable for this position and what experience they bring to the post plus details of two references that we can contact prior to shortlisting to arrive by 6pm, Monday 17th February by email to helen.rashad@falkirkcommunitytrust.org: or by post addressed to Project Coordinator, Great Place Scheme, Falkirk Community Trust, Falkirk Community Stadium, 4 Stadium Way, Falkirk, FK2 9EE

Interviews will be held on 20th February 2020

Desired start date of the contract: wk/ beginning Monday 24th February 2020

10. Further Information

If you wish to arrange to discuss the brief further, please contact: Helen Rashad, Great Place Scheme, Falkirk Community Trust, email: helen.rashad@falkirkcommunitytrust.org 

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