Junior Production Coordinator

Job Summary:

Company: Festival Republic

Location: Farringdon, London and onsite at festivals

Reports to: Event Manager

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

Contract type: Fixed term until end of Sept 2025

Role Description

The Junior Production Coordinator is a key part of the planning team for their events. The main aim of the role is to support the Senior Production Coordinator in ensuring all accommodation, catering, infrastructure and contractors are booked and arrive correctly. The role has a weighted focus on accommodation and catering requirements for staff and contractors.

You’ll be working on Reading Festival as well as our Finsbury Park shows in summer 2025. This is a role that will require onsite working during the event but also for a considerable period in the lead up to the shows. As such, we’ll need you to be working onsite during the below periods including weekends:

• 25th June – 18th July onsite for Finsbury Park
• August in its entirety for Reading Festival

Who you are

Competencies / Skills / Knowledge / Experience

Essential

• Confident user of Microsoft Excel – you’ll need to be comfortable using basic formulae as a minimum skill level. More advanced skills would be an advantage
• Detailed project coordination / planning including joined up thinking
• Ability to delegate whilst maintaining an overview of the team
• Experience with booking accommodation
• Ability to disseminate the correct information to all parties involved in the event
• Ability to prioritise and meet deadlines
• Contracting and managing services and staff
• Exceptional attention to detail
• Excellent communication skills

Desirable

• Having prior experience working onsite at a festival would be advantageous
• Large scale events working
• Planning and adhering to a budget
• Negotiation and liaison with contractors
• Working under pressure and in pressurised situations

Behaviours

The following attributes determine how the role will be carried out and are required to be a success

• Confidence to assist with on-site team management
• Level-headedness
• Accuracy
• Ability to prioritise
• Anticipatory and proactive approach to problem solving

What the role includes

Planning

• Achieving tasks, targets and deadlines outlined in the timeline and checklist
• Management of accommodation booking and liaison with all key hotels / staff to ensure staff know where they are staying and the hotel has a record of the booking
• Management of onsite catering both in advance and on site
• Collating and booking all contractors’ and staff requirements onsite including those passed over by Licensing Co-ordinator
• Keeping the production schedule up to date throughout the planning process and ensuring all contractors and staff arrival and departure details are included, as well as licensing conditions and agency meetings
• Attending contractor or internal meetings, preparing agendas, minutes and following up on action points as required
• Working closely with Senior Production Coordinator

Appointing Contractors

• Preparing specifications for all infrastructure
• Negotiating with suppliers and comparing quotes to secure the best possible deal
• Raising purchase orders and liaising with accounts over payment schedules.
• Sending out confirmation letters, purchase orders and relevant Health and Safety paperwork
• Ensuring all contacts for the show are updated and circulated throughout the planning process

Requirements

• Ensuring all plant and vehicles are correctly insured
• Liaising with sponsorship teams and bars / traders (including boutique camping) and ensuring their requirements have been met

Staffing

• In conjunction with the Event Manager and Senior Production Co-ordinator, line management of the Production Assistant
• Recruiting and booking staff for the production office

Delivery

• Organising the set up / delivery of all kit and services to the production office
• Dealing with accounts queries – checking purchase orders, details of payments and agreed terms, investigating problems
• Reconciliation of missing equipment, damaged vehicles and plant post show
• Dealing with insurance claims post show

Debrief

• Collecting production and contractor debriefs and passing to Licensing Co-ordinator for collation
• Preparation of a debrief report on improvements for the following year

Extra responsibilities during the event onsite

• Managing the onsite Production Office (team of circa 5-6 freelancers)
• Organising radio channels and the allocation of radios onsite to personnel
• Organising the catering system
• Organising and maintaining credit card receipts
• Point of contact for contractor queries
• Ensuring all contractors arrive at the correct time
• Managing all contractors, services and staff outlined above

Equal Opportunities

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and home life. As a growing business, we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. It’s talent that matters to us and we encourage applications from people irrespective of their gender identity, race, sexual orientation, religion, age, disability status or caring responsibilities.

The Company

Festival Republic is part of Live Nation Entertainment which is the world’s leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media and Artist Nation Management.

APPLICATION DEADLINE: Monday 6th January 2025. We reserve the right to close applications at any time so encourage early application where possible. We enjoy an extended Christmas break so will be reviewing applications in January - thanks for your understanding.