ABBEY MEDIEVAL FESTIVAL STALLHOLDER COORDINATOR

ID: 105229
  • Arts & Culture
  • Long Term
  • Caboolture, QLD

About this opportunity

This is an amazing opportunity to be involved in a world renowned event, run as a fundraiser for the Abbey Museum of Art & Archaeology, and work with a great team of people. This position helps raise much needed funds for one of the best independently managed Museums in Australia.

You will:
Coordinate and manage stallholder application process including online
• Manage all communication with applicants, ie current and/or prospective stallholders
• Assess all applications to ensure they meet the Festival’s strict criteria
• Maintain stallholder database with current, interested and refused stalls
• Establish protocols for stallholder and staff attendance
• Manage stallholder power and requirements
• Liaise with accounts to distribute invoices
• Chase up payments and deposits if required
• Ensure relevant induction and other requirements are met by the stallholders
• Design market place layout in consultation with Festival Site Manager
• Establish administrative procedures for processing stallholder applications
• Coordinate stalls for hire
• Manage any stallholders issues
• Coordinate market place bump-in
• Coordinate stall assessment
• Coordinator market place pack down
PRE-FESTIVAL - OCTOBER TO JULY:
You will
• be working with a team of 15+ coordinators (all volunteers) who each have separate portfolios but who work closely together both pre, during and post Festival
• provide a monthly report to the Event Manager as well as attending a meeting once a month (except Sept & Dec) with other Coordinators (normally 2nd Sat of the month for approximately 4 hours)
• create a timeline in consultation with Event Manager and work to that timeline
• need to have a FB presence to enable better communication
• mostly be working from home as the majority of this work is able to be done electronically (email, FB, online etc), although some phone calls will be required.
• work prior to the festival to get stallholder applications live on the website, and promoted through FB and e-newsletters.
• assess all applications, in consultation with Event Manager, to ensure they meet the strict criteria for this festival.
• advise applicants as to the acceptance or rejection of their applications
• advise stallholders of the guidelines and procedures associated with involvement in this festival.
• provide relevant or interesting stallholders information for festival marketing purposes
• ensure that stallholders pay their deposits & fees on time and work with our Accounts department to follow up on any if and when required.
• manage stallholder queries and issues as they arise, stall placement at the Festival, stallholder requirements (power/water – pre-festival),
FESTIVAL - JULY
You will be
• required to be onsite at Festival time (mid-July) managing stallholder bump in, placement of stalls, ensuring stalls are within the area allocated, dealing with any issues (Stallholders commence set up from the Thursday prior to the festival weekend)
• sourcing donations from stallholders to be used as prizes, gifts etc to dignitaries, volunteers, and for competitions.
• Assessing all stalls to ensure they meet the ‘medieval’ criteria, photograph all stalls for future and providing post festival feedback to stalls.
POST FESTIVAL - JULY/AUGUST
You will
• assess the market area post Festival to ensure stallholders left no mess or damage. If so, deposits paid by stallholders need to be processed less penalty amounts.
• provide relevant feedback to stallholders on their product, stall image, and patron feedback if any.
• provide a post festival debrief report and attending final debrief meeting held in August.

Good for

  • Skilled Volunteer

Additional requirements

  • Driver's Licence (C)
You will need strong people management skills as well as
• provide a monthly report and to attend 80% of monthly coordinator meetings held once a month near Caboolture, north of Brisbane.
• Be a self starter and self disciplined to get jobs done
• Have your own computer, internet and mobile phone.
• Be able to work within a team as well as on your own
• Have excellent communication skills – both written and verbal
• Have excellent organizational skills
• Have a strong eye for details
• Have strong management skills and be able to set and keep clear boundaries and guidelines professionally with stallholders and their staff
• Have computer skills, (ie minimal email, word)
• Commit to a minimum of 3 years in this role.

You will:
Be provided excellent support through the other Festival coordinators as well as the Event Director, Event Manager, Marketing Manager and the Public Safety and Operations Manager.
• Be provided relevant training on various aspects of this role, if required, including FB, e-newsletters, form building etc.
Time required

Varies each month but busiest leading up to the festival in July.

Interested in
  • Administration, Office Management
  • Fundraising and Events
  • Retail and Sales
Training

Support and any training required for this role can be provided.

Warning

This organisation does not maintain Public Liability and/or Volunteer Personal Accident insurance. Please note you will not be covered and will be engaging in this role at your own risk.