GAUTENG PROVINCE INTERNATIONAL FESTIVAL 2023 - 20-30 JULY

PROJECT BRIEF: FESTIVAL CO-ORDINATOR

(Freelance/Flexible employment options available)

Role overview

The Festival Co-ordinator will work closely with the Festival's Director, Creative Director and the UNISA-SBL Festivals (Pty) Ltd Head of Programming and Producing as well as the wider Festival team, playing a pivotal role in ensuring the efficient and effective planning and delivery of the 2023 Festival.

Background

In 2020, The UNISA-SBL Festivals (Pty) Ltd (UNISA-SBLF) produced GPIF: Gauteng Province International Festival for the first time to great media and public acclaim.

This pilot Festival was developed in response to a pressure group of Gauteng Province Arts Enthusiasts (GPAE)'s ambition to stimulate the level of investment in the arts in the Gauteng Province. The funding acted as a catalyst to draw in a range of other public and private sector partners and enabled the festival to deliver a multi-site, mixed art form festival taking place, over 10 extraordinary days, with an audience reach more than 90,000.

Following the success of the 2020 pilot, the Gauteng Province Arts Enthusiasts agreed to fund future Festivals every after two years reflecting an ambition for it to become a landmark event in the South African calendar. The GPAE has indicated its agreement for National Portfolio Organisation (NPO) funding for the 2023 edition of the festival, however this is subject to the completion of the NPO agreement and its terms.

In 2020 the festival presented over 280 artists across multiple 'found' sites in some 165 performances - 68% of events free to attend - engaging an audience of around 500,000.

In 2015 (June), the Standard Bank Joy of Jazz attracted a crowd of around 20 000 people to several venues around Johannesburg's Newtown Cultural Precinct within Gauteng Province. May 2015 (27-30), it was the Soweto Fashion Week - a platform for upcoming and already established designers in South Africa. The fashion week showcased an autumn and summer range. The main aim of the fashion week was to grow the South African fashion industry, introduce change to the industry as well as promote talented African designers on a global scale. Furthermore, April 17 - 2017, it was the Annual Gandhi Walk & Fun Run which hosted a 12km fun run in Lenasia. The largest consumer exhibition in South Africa, the Rand Show returned to the Johannesburg Expo Centre, Nasrec from the 30 March - 8th April 2018. These events are generally a tip of the iceberg in keeping with the overarching vision of the UNISA-SBLF and the Festival.

ABOUT THE FESTIVAL

Artistic Vision

To raise the artistic adventure of the Gauteng Province, surprising its residents and visitors and providing a creative springboard for future artistic engagement.

Artistic Direction

The UNISA-SBLF is an organisation that engages people with music in all its diversity and the festival programme seeks to:

Engage people with music and sound in surprising ways through an international programme of mixed art forms including, but not limited to physical theatre, dance, performance art, installations, promenade concerts and events

The festival programme is likely to feature:

International and nationally acclaimed companies / artists working in unexpected places and spaces

An artist-in-Residence

Digital platforms

Outdoor performances

A temporary venue at the heart of Johannesburg

New commissions

The focus will be on engaging people with outstanding art experiences working with some of the finest producers, artists, and companies in South Africa, across the African continent and internationally.

The programme will draw inspiration from the diversity of people within the Gauteng Province, unique architectural landscapes of Johannesburg and Tshwane Cities and Gauteng Province economic position within the African continent its reputation for innovation, developing work in temporary spaces or unusual locations.

The festival aims to be culturally aware reflecting the diverse population, and the programme will aim to reach and engage as broad a range of the Gauteng Province's residents as possible, whilst pulling in new visitors. To this end, ticket prices for ticketed events will be set to reflect the ambition for reach and engagement.

Collaboration with other arts organisations will be encouraged and embraced, particularly where objectives are shared and provide a stimulus in which a Festival Fringe can flourish.

Governance

The festival will be delivered by UNISA-SBL Festivals (Pty) Ltd, a wholly owned subsidiary of UNISA-SBL All Music Plan Ltd (UNISA-SBLAP) (the registered charity which owns UNISA-SBLF), established to support the development of UNISA-SBLF off- site work.

The UNISA-SBLF Events board will draw on the advice and support of key collaborators across Gauteng Province and beyond that will be valuable in supporting the delivery of the festival.

Management & the Festival Team

The Festival Director is PD Rwelamila who is also the Chief Executive and Artistic Director of UNISA-SBLF. The Director has overall responsibility for the artistic direction and delivery of the festival.

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The Festival Director works with Ms S Nhlabatsi, the Festival's Creative Director, and T Makgopa who is Head of Programming & Producing at UNISA-SBLF, to develop and deliver the festival programme.

The Festival Co-ordinator will report to the Festival Director but work closely with all three as well as with the wider Festival Team who will be supported by UNISA-SBLF core staff and volunteers.

Marketing and Communications

At the heart of the festival brand lie 5 core values, which form the foundation of the Festival's Identity:

Artistic

Engaging

Adventurous

Inspiring

Accessible

Finance, Administration and Risk Management

The festival budget will be managed through UNISA-SBLF administration and reporting mechanisms. Risk management systems will be in place to ensure that the organisation's exposure to financial or safety concerns are minimised.

Evaluation

A comprehensive evaluation study that enables benchmarking with similar previous editions of the festival and other South African festivals will be commissioned.

FESTIVAL CO-ORDINATOR BRIEF

The Festival Co-ordinator will play a pivotal role in ensuring the efficient and effective planning and delivery of the 2023 Festival.

Reporting to the Festival Director, whilst also working closely with the Creative Director, Head of Programming & Producing and the wider Festival team, the Festival Co-ordinator requires a flexible yet methodical approach with a 'can do' attitude.

An ability to absorb information quickly, integrate into an existing team and organisational culture, and work with established systems and processes to ensure a joined-up approach is essential. Communication skills - both written and verbal - are key, along with an ability to maintain the big picture as well as retaining an eye for detail.

The role demands an energetic and enthusiastic personality who thrives on challenging circumstances, demanding tasks, and long days.

Good local knowledge is essential, as is an ability to work with a good degree of independence and responsibility whilst keeping in touch with the wider team.

A passion for and understanding of outdoor arts festivals, site-specific events and newly commissioned projects is a distinct advantage.

Key Tasks:

1. To assist in all matters relating to the festival programme, including liaising, and negotiating with artists, the festival team, and key partners

2. To prepare contracts for artists and Festival delivery staff, working with the Festival Director and relevant team members as required

3. To book accommodation and travel for artists and Festival delivery staff

4. To be the main point of contact on arrival for artists during the festival, providing support and resolving any accommodation or other issues that may arise during their stay

5. To support the administration of all licensing and permissions, and to work to secure site-specific permissions from landowners

6. To support the Operations team with the recruitment, appointment, rotas, training, and welfare of Festival volunteers

7. To assist in sourcing and co-ordinate catering concessions, crew catering for the festival team and artists, and artist riders (e.g., dressing room requirements) as needed

8. To assist UNISA-SBLF Finance Department by processing the relevant Festival financial information in a prompt and efficient manner

9. To deal with incoming enquiries, and distribute messages and information as required

10. To provide administrative support across the festival's operation as required - whilst most Festival team members undertake their own administration, some support will still be required

11. To provide production assistance to the festival producers and programmers for key projects, co-ordinating meetings and resources as required

12. To assist with specific task-based areas of advocacy and marketing, working with the team to organise receptions, openings etc. as required

13. To attend meetings and take minutes as required

14. To carry out project research, prepare reports, briefings and analyse data as requested

15. To support and supervise Festival work-placements and internships

16. To co-ordinate the end-of-Festival 'party' event and post-Festival wrap-up and filing

17. To assist the Festival Director and Marketing Director with the co-ordination of the festival evaluation

18. To maintain appropriate and accurate records as required

19. To undertake any other duties as required that are commensurate with the general level of responsibility of this post

Terms of Engagement

Location: The Festival Office is based at UNISA-SBLF in Midrand, until the Festival Delivery Period when periods may be spent in a Festival Office closer to where most of the festival activities will take place. This requires the post-holder to live within a reasonable commute of the base and to have access to suitable transport to attend the location of UNISA-SBLF venue.

Dates Commencing no later than Tuesday 1 February 2023 and ending no later than Thursday 31 August 2023

The contract is to include all research, preparation, planning, meetings, delivery, evaluation, and reporting. Working hours are flexible to suit the needs of the role. Anticipated commitment is around 20-25 hours per week based at UNISA-SBLF until the end of April 2023. There will be an intense period of full-time work in the run up to and during the festival delivery which is Thursday 20 to Sunday 30 July 2023.

Contract: This role is offered as a freelance role, though other employment options are available

Fees: Circa R2480k depending on experience and availability (plus VAT if applicable)

Out-of-pocket expenses when working away from home during the agreed schedule will be reimbursed on submission of relevant receipts (see below). Expenses will be at the following rates:

Subsistence outside of the festival delivery period will not normally be paid, however in the case of working days where the provider is away from base for more than 8 hours (plus a commute of up to one hour each way - 10 hours in total) up to R1000 per day may be claimed, where no other provision for food is made by UNISA-SBLF

UNISA-SBLF reserves the right to provide catering during the festival delivery period in lieu of subsistence

Accommodation will be booked by UNISA-SBLF where an overnight stay is required away from base

Gautrain rail fare, petrol receipts or mileage at an agreed rate can be claimed when travelling to undertake IF: Gauteng Province International Festival business away from base

Payment of Fees

Based on a freelance contract, the payment of fees will be made in instalments in monthly stages in the project, upon:

Receipt of written invoice

Satisfactory performance against the brief

If the project is cancelled a fair apportionment of time to that point will be made by UNISA-SBLF in agreement with the provider

Key Contractual Terms

1. Provider's Responsibilities

1. To always conduct themselves in an appropriate and professional manner while engaged by UNISA-SBLF

2. To work in an inclusive manner with due regard to good equal opportunities practice and taking account of the particular circumstances and target group for the project

3. To treat as confidential any information regarding identity and circumstances of participants in the project and that any information about the project communicated to be agreed with UNISA-SBLF

4. To acknowledge at all available and suitable opportunities that the project they are engaged to deliver is for UNISA-SBLF

5. The provider confirms that they are self-employed or trading as a company and will account to the relevant tax authority for income tax, national insurance, VAT, and any other liability arising out of remuneration for the Services performed under this Agreement

6. To provide details of a current (less than 2 years old) valid Enhanced Disclosure (CRB) certificate (UNISA-SBLF require sight of the original certificate) or to undergo a new Enhanced CRC (Criminal Records Clearance) check, processed by UNISA-SBLF should UNISA-SBLF require it

7. To ensure the project is delivered at the times and dates agreed

8. To take part in reporting and evaluation activity as requested by UNISA-SBLF and its agents or partners within the agreed schedule

9. Providers are responsible for insurance cover on their own equipment and belongings.

10. The named provider will be the provider for the duration of the project. The provider may provide a replacement producer under certain circumstances where prior written agreement has been obtained from UNISA-SBLF

11. The provider shall be liable for any losses or damage incurred by UNISA-SBLF where such losses are directly caused by neglect or misuse by the provider

Health and Safety

1. All working practices shall be conducted in a safe manner

2. Where required the provider shall provide a risk assessment of the activities to be undertaken 3. The provider will comply with the requirements of the Number 85 of 1993: Occupational Health and Safety Act as amended by Occupational Health and safety Amendment Act, No. 181 of 1993 and Labour Relations Act, No. 66 of 1995 and all regulations thereunder

4. Any material or equipment brought in by the provider must be safe and appropriate for the intended use. Any electrical equipment must have a current valid Portable appliance testing (PAT) certificate

2. The UNISA-SBL Festivals (Pty) Ltd (UNISA-SBLF) Responsibilities

1. To provide the provider with an appropriate safe and suitable working environment for the project

2. To coordinate meetings with the project partners and to ensure that relevant partners are available at the agreed times and dates for meetings agreed in the schedule

3. To pay the provider within 30 days upon receipt of invoices and subject to the conditions above

4. To inform the provider at the earliest opportunity of any changes to the schedule or cancellations of sessions. Such changes or cancellations should only be made under exceptional circumstances and for reasons outside the control of UNISA-SBLF

5. To acknowledge at all available and suitable opportunities the role of the provider

6. To make available any images, recordings or documentation of the project made by UNISA-SBLF to the provider and to all relevant statutory Arts establishments for use in relevant reporting and publicity activity, except for any information regarding identity or circumstances of participants required to be confidential

7. The UNISA-SBLF shall be liable for any loss or damage to the provider's equipment where such losses are directly caused by neglect from UNISA-SBLF. This does not include reasonable wear and tear on equipment used in the project

8. To ensure that the provider is not left at any time in sole charge of a group of children or vulnerable persons without the presence of another suitably qualified adult or member of staff

Criteria

Essential

Desirable

Educational Qualifications & Training

Good Matric passes or evidence of relevant experience

Matric/or equivalent level English, Maths, Arithmetic

Vocational / degree training relevant to arts management

Job Related Experience

Previous arts / events administration experience

Excellent organisational and administrative skills

Excellent IT skills including all aspects Microsoft Office

- particularly Word, Excel, and Outlook

Excellent interpersonal skills

Excellent communication skills - written, verbal and interpersonal

A good understanding of finance and an ability to use spreadsheets

Previous festival / event co-ordination experience

A good understanding of production issues and artist liaison

Personal Qualities

Can adapt to existing ways of working/organisational culture

Confident telephone manner

Outgoing personality who can work with good humour, tact, and diplomacy under pressure

Good managerial skills including line management of staff

Self-motivation

Methodical and accurate

Creative thinker

Ability to problem solve quickly and independently

Previous experience of the Festival

Good time management skills and ability to prioritise and work to deadlines

A good knowledge of and interest in a wide variety of the arts

Physically and mentally able to cope with rigours of long complex days over an extended period of time

Able to maintain a positive outlook and

positive working environment

Local knowledge /

Prepared to live, work locally

Other

Passionate about this particular role

Enthusiastic and well organised

Good personal presentation

Prepared to take a hands-on approach

Willing to undergo training

Flexible and able to work the occasional evening or weekend as required and long hours with no days off during the festival period

Clean, current driving licence and access to transport as The Stables is in a rural location

Own car

Question:

Based on the above case study, kindly provide a report on the Planning for project benefit realisation and the report should include processes for organizing the project benefit realisation meeting & possible objectives of the meeting and content of meeting agenda.