We are hiring!
We are hiring! Are you looking for a fun and challenging role in the Arts industry? Regina Folk Festival is looking for an individual to take on the role of Production Manager. This role requires someone who is organized, independent and can work in a fast paced and changing environment.
You can send your resume and cover letter outlining why you would be a great fit for this role to Josh Haugerud at josh@reginafolkfestival.com by November 30th, 2022.
Please see the full position description below:
Position Title: Production Manager
Reports to: Artistic Director, Executive Director
Reporting staff: Day to day supervision and training of temporary staff and volunteers for the RFF as appropriate. Shared supervision of the student contracts work plan and direct supervision of the contract for service site assistant, electrical coordinator, hydro coordinator, and carpenter.
POSITION DESCRIPTION:
The Production Manager (PM) will manage the coordination of the Regina Folk Festival and related aspects. The Production Manager will provide year-round administration for RFF Inc., including corresponding with and managing the site-related volunteer teams as well as developing and managing the RFF Outreach Program.
Volunteer Teams
The PM is responsible for the following teams:
Site
Production
Hydro
Inventory
Electrical
Signage & Banners
Event Patrol – HQ, Gates, Backstage, Roaming
First Aid
Environment
ESSENTIAL DUTIES & RESPONSIBILITIES:
The following duties are representative of the responsibilities of this position. These assignments may change as the needs and priorities of the organization evolve.
Assists the AD/ED with the planning and implementation of new production projects, including the development of project plans & summaries, risk assessments, workplans, contract negotiations, research and assessments of new venues, logistical details, personnel training, and overall management of Production
Responsible for the timely submission of all applications, permits, as well as the negotiation and ongoing follow up on the status of permits
Identify, develop, and maintain relationships with all suppliers, contractors, community partners, and other stakeholders in coordination with other relevant staff members (examples: City of Regina, Regina Police Service, Regina Fire Services)
As per OH&S requirements, the PM acts as the RFF’s Safety Officer, and is the staff representative at Health & Safety Meetings with the ED
As the Safety Officer, stay up to date on industry issues and best practices, seek out training opportunities, and engage with staff to report concerns and opportunities to the ED
As the Incident Co-Commander, responsible to gather feedback, research best practices, and make updates to event emergency plans
Responsible for arranging and updating appropriate insurance certificates for the annual Festival (General Liability, Automobile Liability, Property Liability, Host Liquor Liability) with the RFF’s insurance broker (in coordination with the ED); this includes insuring specific site rental equipment, becoming a third party insured on key supplier’s certificates, and including key partners as a third party insured on the RFF’s certificate
Responsible for executing a full risk assessment to determine additional resources or planning needed in response to other major events at the same time as RFF events.
Seeks out partnerships, networking opportunities, training sessions, industry gatherings, workshops and other areas related to Production
Involved in external consultations (in coordination with management) with stakeholders regarding the spaces that RFF events occur in and will update permitting processes, administration recommendations, and emergency planning accordingly
Responsible for site maps, electrical specifications database, site set up and take down schedules, supplier contacts database, and inventory lists,
Responsible for the timely communication with all members of the staff, site crew, Festival Team, City personnel, suppliers, contractors, volunteers, and other RFF partners regarding Production
Assist the festival communications hub team leader to compile communications materials before the event including emergency numbers, emergency plans, suppliers contact info, etc.
Act as a Subject Matter Expert for the RFF, arts, and event management; may be asked to mentor or provide information to other arts organizations or industry partners within Saskatchewan
Administrative Duties
General administrative duties shared with the other permanent staff: mail & courier, office supplies & equipment, filing, email, office supplies ordering and storing and archives as required
Messages, mail, correspondence as related to duties
Shared board and membership support as required
Shared support of the of the RFF office technical systems including our internet, database, wireless and our backup server
Maintains electronic and paper files as related to duties
Compiles meeting minutes and documents all work as needed
Will be responsible to develop, along with the AD/ED a clear quarterly work plan for this position
Hiring process: reviewing applications, offering feedback based on RFF rating criteria, assisting with interviews as needed
Support the Volunteer Manager with recruitment, coordination and training for any vacant positions related to volunteering with RFF as needed
Summer Festival Specific Duties
Develop the festival site plan
Responsible for the successful implementation of festival site plan including set-up, maintenance, and take down
Develop list of contacts for on-site phones for team leaders & staff
Manages site layout changes, assessment, and evaluation
Responsible for the timely negotiation, booking, and implementation of service contracts
Provides support for all site related needs to festival staff, volunteer team leaders, coordinators, and contract personnel
Responsible for the assessment and accruement of all site needs, supplies, rentals, inventory, insurance, etc. for all areas of the festival
Responsible for the management of festival work plans or tasks related to:
Accessibility,
Technical Coordinator,
Carpentry,
Electrical,
Environment/Recycling/Compost,
Event Patrol/Security & Safety,
Fencing,
Front of Stage,
Refrigeration/Beverage Services,
Supplies/Inventory & Storage (both on and off site),
Parking,
Production
Seating/Traffic Pathways,
Signage & Banners,
Vehicles,
Water/Hydro/Sewage
Manage resource requirements from external vendors and works to integrate the technical specifications
Holds the role of Incident Co-Commander, in coordination with the Technical Coordinator, AD, and ED. Key responsibilities include:
Updating the emergency plan (as outlined in “Essential Duties” above)
Procuring and organizing all emergency-related supplies
Communicating the festival emergency plan and map to key community stakeholders and emergency personnel
Ensuring all affected personnel (key team leaders, emergency partners, stage crew, staff, etc.) are trained and have a good understanding of the emergency plan
Conducting the meeting with the Emergency Management Group prior to the RFF
Training Team Leaders and Volunteers so they are familiar with their roles and responsibilities within the Emergency Plan
Ensuring all Site and Crowd Management plans are in place prior ingress
Coordinating with a weather-watching expert (meteorologist), making a weather-watching plan, and procuring weather monitoring supplies
Implementing the emergency protocols and procedures when needed
Ensuring communication during an emergency, as laid out in the emergency plan
Managing emergency evacuations and ensuring the safety of all RFF participants
Works with the Sponsorship Manager to fulfill the following responsibilities:
negotiates in-kind and cash supplier sponsorships,
create in-kind and cash supplier contracts,
document all site sponsor contract details into the RFF sponsorship database to ensure proper tracking and fulfillment
Assists in on-site sponsor recognition including sponsor banners, their placement and mapping
Negotiates on-site sponsor activation spaces and contract details
Planning and implementation of all sponsors on-site supplies, tech, storage, set-up, volunteer support, electrical, water needs, etc.
Overall management of sponsor on-site activation spaces, and dedicating & training human resources as the sponsor’s on-site contact
Responsible to maintain festival site maps, electrical specs database, site set-up, maintenance, and tear-down schedules, supplier contacts database, site supplies storage plan and inventory lists
Responsible for developing and implementing an on-site festival communications system (radios and cell phones)
With the Technical Coordinator, ensure all Production/Stage needs are met, including the following responsibilities:
Procure mainstage rentals, including for the stage, lights, audio, Front-Of-House, and other equipment/supplies (ex. Risers, scaffold, etc.)
Develop technician contracts and fill these positions (Mainstage Manager, Lighting Technician, Stage Technician, Audio Technician)
Ensure volunteers are scheduled for stage set-up and tear-down
Develop a Production Schedule for all above contractors and suppliers
Responsible for working directly with the Regina Farmer’s Market as per each organization’s City-issued permits, sharing the spaces, load in/out timing, shared electrical needs, restricted access to the Festival due to the RFM, cross-over between vendors & food-trucks, traffic flow, emergency issues, and on-site troubleshooting
Assist the AD/ED with the training and management of seasonal staff, particularly the Event Assistant in relation to Site/Production tasks
Assists the AD/ED with the development of a site crew HR strategy (a combination of paid contractual positions and volunteers for the set-up and take down of RFF site)
With the Volunteer Manager, assist with the following volunteer and team leader-related responsibilities:
Recruitment, coordination, training, scheduling, supervision and reporting of volunteers for the site crew
Training the above crews for emergencies
Assists Volunteer Manager in the maintenance of festival team site crew contact info databases
Assist AD/ED and Volunteer Manager with evaluating and updating the Festival Team structure and the roles of each Team Leader with respect to the festival operational plan
Develops and updates job descriptions and workplans for site-related areas of the festival team
Oversees the management and training of site-related team leaders and paid contract site personnel, and assists in recruitment for any vacant positions
Conducts necessary planning and follow-up meetings with team leaders related to areas of responsibility
Conducts follow-up meetings with all job-related festival personnel including volunteers, team leaders, suppliers, City representatives and contract staff related to areas of responsibility
Present this information in the event’s Post-Mortem report
Submits a final report for the festival related to areas of responsibility
With the ED & AD, review final reports from all festival team leaders and event staff to identify areas of improvement, action items, workplan updates, site supply and signage needs, etc. for the following year
Document this information in the event’s Post-Mortem report
Winterruption/ Concert Series Specific Duties
Assists in negotiating the contract between the RFF and the MacKenzie Art Gallery as it pertains to site-related logistics at Bazaart and the Regina Folk Festival
Assist with the site rentals, accumulation, and set-up for the RFF stage/ info booth at Bazaart in June each year
Assists in developing partnership contracts with other Community Partners, and implements the logistical details on the festival site, including supply rentals, set-up, and program needs
Develop and manage an Outreach Program in consultation with the AD
Develop community partnerships in pursuit of outdoor activities and additional programming for Winterruption
Responsible for the project management of special projects, outdoor activities, or additional programming for Winterruption, including risk assessments, site/tech needs, HR strategies, volunteer needs, marketing plans (in conjunction with the Marketing Manager), additional insurance, etc.
Support with Winterruption shared duties as required including venue management, load-in and out, transportation and supplies acquirement in coordination with the rest of staff
REQUIREMENTS, QUALIFICATIONS, SKILLS & ABILITIES
Bachelor’s Degree and a minimum of two years of relevant experience or equivalent combination of education and experience field and/or a minimum of five years’ experience in a similar role
Solid knowledge of event coordination and project management
Strong relationship building/management skills
Excellent verbal/written communication skills
Strong organizational and time management skills
Experience in both in-person and virtual office environments, including the use of MS Office software, database management, and virtual communication and task management tools
Excellent problem-solving skills, research skills, and ability to follow through
Adaptability and openness to alternative solutions and flexibility when interacting with others
Capable of handling multiple projects with competing priorities
Ability to meet deadlines while anticipating quickly changing needs
Attention to detail and accuracy
Work both independently and as a collaborative team member
Ability to maintain a high level of confidentiality, a professional demeanor, and to always represent the organization in a positive manner
Must have ability to perform work that could require sitting, walking, stooping, bending and lifting up to 25 pounds
A love of music
Passionate about RFF’s mission and values
COMPENSATION
Salary
This position will earn $50,000 per year based on a 35-hour work week and RFF Inc.’s Salary ranges.
This wage will be reassessed as part of the year-end assessment and budgeting processes.
This position is a permanent full-time position. Part-time or flex-time agreements can be arranged.
This salary will be paid through the Sask. Sport Administration Centre payroll twice monthly.
This position shall be reimbursed for all reasonable approved out of pocket expenses incurred while performing the day-to-day duties assigned to the position.
This position also includes a standard benefits package and adhesion into the RFF pension plan.
Hours of Work
35 hours per week
It is expected that most of these hours will be performed during regular office hours.
Hours of work (in office and at home) can be negotiated
Overtime hours can be used as flex time at the discretion of the employee provided that prior approval is granted by the AD/ED. Although no overtime will be paid, hours more than 28 per week in any given month will be taken as time off in lieu of overtime provided that these overtime hours have been approved by the AD/ED in advance. Hours more than 44 per week in any given month will be counted as time and a half in lieu
Days in lieu may be used in conjunction with annual vacation. Carry over of days into the new fiscal year will be done so according to RFF policy / at the discretion of the AD/ED
At the end of each month a report must be given to the ED on hours worked and time taken off in holidays and in lieu
The nature of the organization’s activities will require attendance at meetings, concerts, and extensive hours the week of the Regina Folk Festival as part of the flex time of this position
This position will earn .5 mental health days and 1 sick day a month (6 total mental Health days and 12 total sick days)
Holidays
Fifteen (15) paid holidays will be taken during each fiscal year.
All Saskatchewan Statutory holidays will be observed at the number of hours per day that are being worked. If a statutory holiday lands on a Saturday, the holiday is taken on the previous Friday, if it lands on a Sunday, the holiday is taken the following Monday.