JOB DESCRIPTION
Job Title: Exhibitor Production Coordinator, Frieze
Department: Production
Main Purpose of Job: This role provides crucial support to the Exhibitor Production team on the Frieze Fairs. The key functions of the role are to support on the processing and drafting of stand plans for the US fairs, to provide production support for Frieze’s other global fairs, assist with the production planning for artist-led programming, and offer administrative and financial assistance to the team.
Reports To: Technical Production Director
Direct Reports: None
Indirect Reports: None
Hours of Work: 10am – 6pm in the office – longer hours when working on site (days in lieu awarded for any weekend days on site)
Contract Type / Length: Permanent
Location: Based in London office with some international travel
About Frieze
At Frieze we believe art is vital to communities and cultures. Bringing together galleries, artists, institutions, and art lovers all over the world to make art flourish. Frieze is a media and events company that comprises three publications, frieze magazine, Frieze Masters Magazine and Frieze Week; and six international art fairs - Frieze Los Angeles, Frieze New York, Frieze Seoul, Frieze London, Frieze Masters and Frieze Abu Dhabi (launching this year); regular talks and summits, led by frieze editors; and frieze.com – the definitive resource for contemporary art and culture. In September 2021 Frieze launched a new Cork Street, a hub for visiting international galleries in the heart of Mayfair, London, in 2023 Frieze acquired two additional art fairs in the USA – EXPO Chicago and The Armory Show. Frieze is part of the newly formed MARI Group.
About the Frieze Production Department
The Production team are responsible for delivering all physical elements of the fairs and ensuring it’s safe, timely and successful delivery. This team is an operational one, based in London, made up of two distinct subsets, with a Head of Department for each:
Exhibitor Production – led by the Technical Production Director, this department focuses on all production elements related to the Exhibitors at the fairs, including; stand builds, complex artwork installation, technical support, drafting, floor planning, art shipping logistics, Frieze Sculpture management, programming production support, Health & Safety
Fair Operations – encompasses all other areas of the fair, including; tent builds & related infrastructure, F&B, contract management, Partnership lounge support/production, other nongallery build, fair design, site infrastructure, security, cleaning, contractor management, production schedules, Health & Safety
Frieze FRAME – although working closely with the above teams, this is a stand-alone team who will act as the Frieze in-house production agency. FRAME will primarily be sold to existing and new sponsors across the Frieze Fairs portfolio, offering a turn-key production management service for their on-site brand activations
Key Responsibilities and Accountabilities
• Support on the delivery of all exhibitor production across all Frieze fairs and other initiatives (e.g. Frieze Sculpture)
• Stand plan processing for the US fairs and any other fairs required at a later date
• Drafting support to the Exhibitor Production Managers on all fairs
• Support the team with gallery and Exhibitor Relations department communication
• Management of the department timeline and liaison with other departments
• Department administration and budgeting support (e.g. tracking expenses, placing orders, and invoicing) • Coordination of department vendor pre-fair requirements
• Develop and maintain strong working relationships with vendors and other key stakeholders in the UK, USA, Middle East and South Korea
• Support and coordinate exhibitor shipping across all Frieze fairs as required
• Assist, as required, with the production of artist-led programming across the fairs, working closely with the Technical Production Director, US Relations and Programming Lead, and Fair / Programming Managers
• Provide excellent client service to exhibitors and curators, where required, and provide understanding of production capabilities vs. client needs
• Establish strong and effective relationships with internal team and exhibitors, and ensure continued strong management of these relationships
• Support on site across fairs with monitoring and managing stand build, including quality control checks
• Coordinate the updating of exhibitor manuals for each fair
• Coordinate post-project reviews and create recommendation reports
• Champion and implement sustainability initiatives
• Constantly review department processes to find efficiencies and improvements
Please Note
• Overseas travel will be required – candidate must be able to stay in the USA for up to 3 consecutive weeks, twice a year, in Seoul for a minimum of 12 days once a year, and in Abu Dhabi for a minimum of 10 days once a year, subject to the fairs allocated to the candidate.
• Extended hours will be required when meeting project deadlines and when on site – days in lieu are given for any weekend days worked when on site with a fair
Person Specification
Knowledge and Experience
Mandatory
§ Experience in using CAD software (eg Vectorworks, AutoCAD, etc) for drafting in 2D (floor plans, build plans, etc.)
§ Experience in providing excellent client service and maintaining strong relationships with external parties
§ Experience working in a fast-paced, high-pressure environment, ideally in events or the arts
§ Prior experience in working in an administrative or coordination role
§ Experience working with multiple external contractors
§ Clean Driving License Desirable
§ Health & Safety qualification and/or experience
§ Experience in working on art fairs and/or large-scale public events
§ Health & Safety experience in countries other than the UK
§ Experience in supporting the realization of artworks Skills and Abilities
§ 2-Dimensional drafting skills, using Vectorworks / AutoCAD (or similar CAD software)
§ Ability to stay calm under pressure
§ Highly competent with Microsoft Excel and Microsoft Office Suite
§ Strong written and oral communication skills
§ Strong interpersonal and customer service skills
§ Ability to work both independently and as part of a team
§ Excellent attention to detail with a logical approach § Ability to calmly and effectively prioritise and execute tasks in a high-pressure environment § Excellent proven ability to problem-solve
Our Diversity & Inclusion Statement
Frieze unites people in our love of the arts. We understand this can only be accomplished when we harness the entirety of our company and lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we are committed to practicing antidiscrimination including race, gender identity, sexual orientation, and disability, together with artists, writers, and cultural practitioners from all backgrounds. There is still much work to be done to address systemic inequality and discrimination within the arts and culture industry, and we are dedicated to making progress to both within our own organization and the art world at large.