Bram Stoker Festival
Festival Coordinator  – Job Description

Purpose

The Festival Coordinator’s primary purpose is to provide support to the Festival Co-Directors. The Festival Coordinator is a broad spectrum, anchor role within the Bram Stoker Festival team. The nature of the role demands clear communication skills, attention to detail, flexibility, adaptability, excellent time management skills, and the ability to work reactively as well as strategically.

Bram Stoker Festival

Dublin’s Dark Side comes alive during four days and nights of deadly adventures at Bram Stoker Festival. Inspired by the heritage of Dublin-born Gothic author Bram Stoker and his notorious novel Dracula, Dublin city will get gloriously gothic this October 27th – 30th. Bram Stoker Festival playfully celebrates the gothic, the mysterious, the after-dark and the thrill of late October as Ireland approaches Hallowe’en and Samhain. The packed programme of events mixes family-friendly adventures with late-night antics for mates, dates and everything in between.

Bram Stoker Festival is brought to life by Dublin City Council and is presented by Schweppe Curtis Nunn Ltd.

Duties and Responsibilities

The Festival team works remotely until coming together in a Dublin City Centre office approximately six weeks before the Festival. As with all other festival staff, the coordinator will support the delivery of the Festival by representing the company and assisting with general administration, communications, box office, artist liaison and venue management and other duties as agreed with the Festival Directors.

Person specification

  • Fluent English
  • Strong organisational and administrative skills with a background in festival/arts/event administration/coordination
  • Meticulous attention to detail and an ability to complete tasks, meet deadlines and multitask across a number of duties
  • Excellent written and verbal communication skills
  • Computer literate (including using Google Drive). Must have a strong knowledge of using Excel / Google Sheets / Google Suite
  • An understanding of the festival landscape and timelines around festivals and events
  • Able to self-manage and work on own initiative
  • Able to work as part of a small team remotely and in an office environment
  • Able to respond to challenges in a calm and considered manner
  • Not afraid to ask questions

General Duties

  • Act as the main point of contact for all queries from the general public through our info email account (Queries received via social media channels are managed by the Co-Directors and Marketing Manager)
  • Review and respond to all festival related queries (email) including managing unsolicited pitches and programme submissions
  • Ensure effective communication processes and systems are in place between all Festival staff
  • Manage the Festival’s Google Suite
  • Schedule weekly team meetings in the lead up to the Festival, manage the staff roster for the Festival weekend and keep a calendar of staff working days
  • Act as the main point of contact for Festival artists and required stakeholders
  • Manage the preparation, drafting and distribution of Festival contracts for the engagement of artists and companies accurately and in a timely manner, ensuring content and conditions are signed off by the Festival Co-Directors
  • Collate all information and documentation needed (including letters of indemnity where required and event details) for the Festival insurance policy and work with the insurance company on policy details and documentation
  • Work with the Production Manager and Production Assistant to inform local residents about outdoor events
  • Organise a reception event for stakeholders
  • Ensure that protocol is adhered to and organise logistics for attendance of government officials and dignitaries at photocalls, events and receptions
  • Work with the Festival Coordinators to coordinate any relaxed performers and schedule ISL interpreters
  • Manage and keep Festival petty cash records
  • Assist the Co-Directors with preparation of a post-event report including drafting audience statistics and attendance for all events
  • Other reasonable duties that the Festival requires

Box Office

  • Work with the Festival box office providers (TakeYourSeats) to ensure adequate provision and scheduling of on-site box office staff for all events
  • Manage the Festival’s guest lists for all events and liaise with our ticketing partner (TakeYourSeats) to ensure that guestlist tickets are issued in a timely manner
  • Liaise with all venues in advance of Festival programme announcements in relation to accessibility for all venues
  • Draft the text for customer alerts for all events, which include important information in relation to those events

Artist Liaison

  • Organise & book flights, travel and accommodation when needed for Festival artists
  • Liaise with artists around logistical requirements and answer queries
  • Work with the Business Engagement Manager to organise the wrap event for Festival artists, crew and volunteers

Venue Management

  • Festival team members may be required to assist with venue management over the Festival weekend

Core Festival Team

Tom Lawlor (Co-Director)
Maria Schweppe (Co-Director)
Naoise Nunn (Associate Director)
Marcus Costello (Production Manager)
Corinna Flood (Business Engagement & Traders Manager)
Rebecca Kelly (Marketing Manager)
Barra Doherty (Volunteers Coordinator)
Kamil Che (TakeYourSeats – Ticketing Partner)

Hours of Work 

Flexible. Must be available early September to early November.

September  – 12 days (Approximately three per week, half days can be negotiated)
October (1st – 23rd) – 12 days (Approximately three per week, half days can be negotiated)
Festival Dates (24 October to 1 November) – 9 days
Festival Wrap Up (early November) – 2 days
Total = 35 days

Reporting To: Festival Co-Director (Maria Schweppe)
Contract Type: Temporary. Part-time from early September to early November and full time for the last week in October. Maximum of 35 days.
Remuneration: €7,000 + VAT (€200 per day, to a maximum of 35 days)
Place of Work: Remotely until mid-September. Attendance at Festival office (Dublin City Centre location TBC) is required from mid-September to end October, days to be negotiated with the Festival Co-Directors.

How to apply

Please send a two page CV detailing applicable work experience and a short cover letter outlining why you are a good fit for the position to maria@bramstokerfestival.com by 6pm on Friday 28 July

Interviews

  • All candidates invited to interview will be notified by Wednesday 2 August
  • Interviews will be held in person on Friday 4 August in a Dublin City Centre location
  • Interviews may be conducted by Zoom, if needed
  • Contact details for two referees will be required from all interviewed candidates in advance of appointment to the role

Queries 

If you have any queries in relation to this position please contact tom@bramstokerfestival.com