PRODUCTION COORDINATOR- ARTIST SERVICES (2024)

The Production Coordinator- Artist Services role will be responsible for coordinating, communicating, and executing ISF2024 production and technical logistics for in-person and/or virtual events. They will play a key role in ensuring the festival runs smoothly and that artists and audiences have a professional, highly-organized, stress-free, and enjoyable experience.  

This is a full-time, seasonal role (late April-early Aug), generally working Mon-Fri office hours. However, the hours will vary and sometimes include evenings and weekends (particularly during the 10-day festival in July). On-location work will be required for event/exhibition setups (following the strictest health and safety measures).

The role reports to the Festival Producer and will work closely with the Production Assistant, as well as the Communications team to execute the festival vision and ensure overall success.

Canada Summer Jobs Requirements:

Please note that this role may require that candidates meet Canada Summer Jobs eligibility requirements and may be subject to funding. See pages 12-13.

To be eligible, an individual must:

  • be between 15 and 30 years of age at the start of the employment*;
  • be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment**; and,
  • have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.
  • If you do not meet the Canada Summer Jobs eligibility requirements, please still apply, and note it in your application.

RESPONSIBILITIES:

  • Manage artist relationships and communication, liaise between artists and the ISF Production team, and oversee all associated technical and production logistics 
  • Compile artist information packages, including bios, photos, signed contracts, and technical performance requirements
  • Write and disseminate welcome packs and tech info packs that provide clear, helpful information about the event, rehearsals, tech setups, event links, start/end times, etc.
  • Maintain an ‘Artist Master List’ with all relevant, up-to-date details, as well as the ‘Artist Section’ in ‘Production Notes’ for each event
  • Receive artist inquiries and provide the required support, or forward as necessary
  • Maintain and update production notes, schedules, and event plans
  • Collect and distribute artist information and production details between appropriate ISF team members (i.e., for use on the website, in marketing materials, production notes and planning, festival reporting, etc.)
  • Coordinate green room and backstage hospitality, and manage artist/tech riders, where provided
  • Coordinate the collection of post-festival artist feedback through emails and follow-ups
  • Communicate regularly with the entire festival team, ensuring all are apprised of ongoing tasks and artist updates
  • Update and fulfill the milestones set out in the central timeline
  • Keep easily accessible records of all work to ensure organizational continuity
  • Assist in all tasks related to production, logistics, setup/strike, and on-site operation for in-person and virtual events
  • Prepare a brief final report summarizing work done, successes and areas of improvement including suggestions for the future, and participate in an exit interview
  • Be a warm and welcoming point of contact for all production personnel, vendors, and artists
  • Assist Volunteer Coordinator with festival volunteers

YOU MIGHT BE THE PERSON WE ARE LOOKING FOR IF YOU ARE:

  • An outgoing, friendly and energetic person who can empathize with artists and their needs and have exceptional interpersonal skills
  • A planner extraordinaire – you like to be extra-prepared and can anticipate needs and foresee issues well in advance
  • Detail-oriented and extremely thorough – nothing gets past you!
  • A problem-solver who is confident in ever-changing environments and situations and can easily roll with sudden, last-minute changes
  • Organized self-starter who can see the big picture and follow the necessary steps to get there
  • Cheery and kind but firm and cool under pressure
  • Enjoy forging positive, professional, and respectful relationships with a diverse range of artists
  • Eager to serve as an ambassador for the festival and provide a positive first impression for artists and guests

TO BE SUCCESSFUL IN THIS ROLE, YOU MUST:

  • Have impeccable written and verbal communications skills, and provide samples of your writing
  • Perform well under pressure and be able to handle situations on the fly
  • Be active and comfortable with working outdoors and manual tasks (moving, lifting, carrying, unloading) with reasonable accommodations
  • Have a strong work ethic and schedule flexibility
  • Ideally, have a driver’s license and access to a vehicle
  • Have some festival and/or event experience (this is a plus!)
  • Be committed to equity, diversity, and inclusion practices
  • Be a genuine lover of arts and culture and the world of live and digital events!

SOFTWARE/TECH WE LOVE:

  • Slack
  • Asana
  • Google Workspace
  • Eventbrite
  • MS Office – Word/Excel
  • Whatsapp
  • Zoom

WORK SETTING:

  • ISF Office and/or Home
  • Performance venues
  • Outdoors
  • Standing and walking (up to 8 hours on your feet)
  • Physical aspects can include lifting and carrying heavy objects

REMUNERATION:

$25.68 per hour (based on experience) + 4% Vacation Pay

HOW TO APPLY:

Please apply with your cover letter and resume as a single pdf file to [email protected]. The expected start date is Apr 22, 2024

We are alert and sensitive to the issue of fair and equitable treatment for all, and Indian Summer Arts Society has a special concern with the participation and advancement of members of four designated groups that have traditionally been disadvantaged in employment: people of the global majority (people of colour); Indigenous peoples; women, queer, and genderqueer people; and persons with disabilities. As a result, the Society reserves the right to give preferential treatment during the hiring process to such aforementioned groups in efforts to eliminate the underrepresentation of those designated groups in the workplace. We also request that if you have a disability or special need that requires accommodation, please let us know so we can do our best to meet your needs.