Overview
Job Summary: Company: Festival Republic
Location: Farringdon, London and considerable time onsite during the summer festival season (around 4 weeks per show)
Reports to: Event Manager
Contract Type: 12 Months Fixed Term Contract
Working Hours: Monday to Friday 10am - 6pm with extra weekend working throughout the festival season as required. Work onsite required throughout the summer. Onsite hours are 8am - 8pm.
Role Description
The Licensing Co-ordinator (also referred to as Operations Coordinator/Licensing Compliance) is a key part of the planning team for their events. The main aim of the role is to be involved with the operational planning of the event, ensure compliance with the licence and Event Management Plan and ensure strong agency liaison for Latitude Festival, whilst also being involved with other Festival Republic shows throughout the summer.
Who you are
You may have previous experience in the following roles: event coordination; project administration or management, local authority,
Responsibilities
* Assisting the Event Manager as delegated to achieve the planning of the event in relation to welfare, campsite stewards, arena stewards, key staff (zone managers, campsite managers etc), traffic / parking team, traffic co-ordinator, road signage, information team, lost property / left luggage / confiscations (if required), lost children team, water safety team, noise consultants, noise at work team, alcohol compliance team (if required), gas safety inspectors, structural engineers, pyro consultant (if required), CCTV (in conjunction with Production), food safety / EHO teams, mystery shoppers and misc welfare teams ie Samaritans, Salvation Army, table top facilitator etc plus negotiating and ordering the onsite requirements for all of the above
* Assisting the Event Manager as delegated to achieve the final details of the planning of the event in relation to security, security co-ordinators, eviction team, medical team, fire team. These deals will be done in the first instance by the Head of Health and Safety and Security.
* Writing and updating the Event Management Plan and associated appendices along with other key submitted documents in conjunction with the Event Manager
* The compliance of the event with all licensing and legal obligations as well as all other commitments made in the Event Management Plan and associated appendices along with other key submitted documents, action points from agency meetings etc
* Strong liaison with statutory and non-statutory local agencies (e.g. police, fire, ambulance service, landowner, environmental health, licensing, building control, emergency planning, planning and Highways Agency where required) in conjunction with the Event Manager to include attendance at Safety Advisory Group meetings and individual meetings with agencies as required and regular updates by email / phone
* The implementation of policies in conjunction with the Event Manager and the rest of the team
* Keeping abreast of licensing developments and other relevant legislation and guidance and implementing as required
* Ensuring contractor and staff compliance with licensing conditions, policies and other commitments made by making their compliance part of the condition of contract with them and by then monitoring, auditing and managing throughout
* Regular liaison with and progress reports to the Event Manager
* Applying for traffic regulation orders, footpath closures and other orders as required
* Organising and taking minutes for meetings as required, or delegating as required to the Production & Licensing Assistant
* Following up on all action points from debriefs, agency meetings, internal meetings and so on
* Ensuring compliance with disability legislation and liaising with disabled access co-ordinator (or equivalent) to ensure all briefings / infrastructure organised
* Collating and booking the requirements for all licensing contractors and services
* Traffic and transport planning and implementation will normally be covered by an external company or Traffic Coordinator but some tasks may need to fall to the Event Manager and therefore the Licensing Co-ordinator particularly in relation to onsite traffic, parking etc
* Negotiating and agreeing best prices for each contract using agreed rates under group buying deals where applicable, raising purchase orders and liaising with accounts over payment schedules. Keeping track of whether all purchase orders have come back signed
* Sending out confirmation letters, purchase orders and relevant Health & Safety paperwork and ensuring that any additional documentation required as a condition of contract is included
* Organising CRB / PNC checks if required
* Ensuring all bar / trader / sponsor concessions onsite are run according to the DPS contract and relevant legislation / terms of trading
* In conjunction with the Event Manager, liaison with local residents via the Parish Councils and direct in the case of neighbours, to include the administration of reduced price residents' tickets
* In conjunction with the Event Manager, PPL licence application and gathering of PRS information if required
* In conjunction with the Event Manager, submitting films to the local authority for classification as required and ensuring compliance
* The recruitment of licensing office staff as required and management of team on site
* Assisting with budget preparation and updating on an on-going basis as delegated
* Preparing and updating contact list and production schedule throughout and feeding into main version held by Production Co-ordinator
* Maintaining up to date guest ticket database
* Investigating and managing complaints post festival
* Collecting and collating all debriefs post festival
* Preparation of a debrief report on improvements for the following year
* Organising planning meeting with Melvin Benn to consider key points from all debriefs for following year
* Achieving tasks, targets and deadlines outlined as part of the event timeline
* Ad hoc tasks as required
* Extra responsibilities during the event onsite
* Managing the Latitude Festival Licensing Office
* Liaison with all contractors and organisations on behalf of Latitude Festival
* Organisation of Table Top Exercise
* Chairing onsite SAG/agency meetings
* Live dealing with Complaints / Feedback if relevant
* On Site Audit
* Ad hoc tasks as required
Essential Competencies / Skills / Knowledge / Experience
* Exceptional organisational and administrative skills
* Detailed work
* Joined up thinking
* Ability to prioritise and meet deadlines
* Working under pressure / in a pressurized environment
Desirable
* Demonstrable experience and knowledge of events
* Experience working with the local authority and agencies
* Excellent IT skills
Behaviours
* Excellent communication skills
* Exceptional attention to detail and accuracy
* Exceptional organisational and administrative skills with the ability to prioritise
* Level-headedness
* Joined up thinking and analytical skills
* Proactive approach to problem solving
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