Carlow Arts Festival is a 5 day festival in June, during the course of which work spanning all genres is presented in venues on the Festival Campus at Carlow College, VISUAL and various sites in Carlow town. With a four-decade track record of artistic excellence, and a renewed commitment to socio-cultural relevance, the Festival has an established audience, but is constantly looking to grow, to innovate, to raise the bar of excellence, and to push artistic boundaries. Most importantly, it is an organisation that creates opportunities – for audiences to experience transformative art, for artists to present their work; for creative entrepreneurs and those working in peripheral industries to derive economic benefit from the event; for a broad range of stakeholders to engage with the arts. Our Values are Inclusion, Audacity, Fun, Passion and Preparedness. Our Place is Carlow.
Carlow Arts Festival comprises a multi-disciplinary programme curated by the Festival Director/CEO, augmented by responses to 2 open calls, one for ARTWORKS, our main visual arts programme co-presented with VISUAL, Carlow, and secondly through a call for proposals in the performing arts.
We work as a small but effective team of passionate creative professionals. The Festival staff is made up of the part-time Director/CEO, and part-time Festival Manager. Contract Staff include Artist Liaison, Marketing Manager, Production Manager, Public Relations and Volunteer Manager. Recruitment is also currently underway for an Outreach and Engagement Officer.
Executive Producer Role
We are now seeking to appoint an Executive Producer to take the lead in the planning and implementation of the festival’s programme. Duties will include financial management and human resources, maintaining and nurturing relationships with key stake holders, strategic and artistic planning, governance, management of the organisation, creation of fundraising and sponsorship plans, and overseeing marketing plans.
We’re looking for someone who is passionate about the arts and is an avid consumer of it across all forms and expressions. We want someone who is meticulously organised, administratively strong, with a financial background and who has experience working as a Producer in the arts… meaning they can see and create opportunity, can join the dots between sector role players and funders, and can plan and bring both in-house and invited productions to fruition.
We need a collaborative leader who can inspire and manage a team of professionals to help them deliver on a shared vision. Sound familiar? Sound like you? Then read on…
- Overall responsibility for core income & expenditure and setting complex individual project budgets in consultation with the Director/CEO
- Maintain control of budget at all times, ensuring that the budget forecast is kept up to date
- Financial planning and preparation of management accounts as required in consultation with the Festival Manager
- Monitoring and managing cash-flow
- Overseeing Festival Manager in book-keeping, audit preparation and production expenditure (invoices, Vat returns etc)
- Ensuring compliance with Revenue Commissioner and CRO
- Work with the Board and Director/CEO to identify and access new sources of revenue, such as foundation grants, partners, philanthropic partners
- Prepare budgets for proposals/funding applications
- Coordinate receipt of grants and payment of invoices from all funding bodies and creditors,
- Meeting the follow on needs of funders, monitoring and advising on compliance with terms and conditions of funding in collaboration with the Festival Manager
Human Resource Management
All positions in the festival organisational structure are part-time, and the majority of the work is expected to happen remotely. This means it is important for open lines of communication to be maintained between all team members. The Executive Producer will lead on organisational management – setting meetings and tasks for the team using project management tools.
- Line managing core festival staff
- Line managing operational, marketing and production teams including: Production Manager, Marketing Manager, Volunteer Manager, Artist Liaison, Outreach and Engagement Officer
- Engaging, contracting and monitoring performance of key contract personnel
- Box office liaison (including monitoring reports)
- Recruitment and management of interns
Liaison with Key Stakeholders
- Coordinating submission of applications to existing funding bodies (Arts Council, Culture Ireland, Carlow County Council, LEADER, Failte etc)
- Writing inspiring proposals and comprehensive reports to funders and partners
- Representing the organisation in the management of existing relationships with sectoral partners
- A significant role in the negotiation and management of contracts. The festival programme as curated by the Director/CEO, for 2020 will have agreements initially negotiated by the Director/CEO, the expectation for future festival iterations is that this work would be led by the Executive Producer
- Management of the international delegate scheme
- Leading on venue stakeholder management, ensuring a good working relationship is maintained
The Director/CEO and the Board lead in making key strategic decisions about the future of the organisation, including its structure both in the immediate and longer term. The Executive Producer will be invited to feed into this process. The Executive Producer will:
- Support the Director/CEO in the development, planning and commissioning of work for the festival
- Lead on post event evaluation
- Collaborate on the development of the new 2021 – 2025 Strategic Plan, fundraising strategy, and economic impact reporting
- Overseeing communication with the Board, dissemination of information and ensuring all legal obligations in relation to the Board are met
- Ensuring the company’s compliance with the Charity Regulator’s Governance code including regular reviews
- Ensuring the company’s risk register is reviewed annually and kept up to date
- Ensure the company is adequately covered by insurance and is complying with all H&S requirements as determined by Risk Assessment
- Leading on the development, adoption, implementation, and monitoring of all policies including Health & Safety, Employment, Bullying and Harassment, Gender
Equality, Accessibility and Artists Pay
- Working closely with the Director/CEO, Production Manager and Marketing Manager to develop a festival production schedule including schedule of key dates and coordination of those dates
- Working with relevant team members to ensure the festival is brought in within budget
- Negotiating and managing all contracting and budgeting related to all aspects of the festival and taking responsibility for expenditure tracking in line with agreed budgets
- Ensuring all departments keep clear records of all expenditure, that returns are prepared and presented in accordance with the company practice, and liaising with relevant staff to ensure budget is not exceeded
- Overall responsibility for the smooth delivery of the key areas of FOH, ticketing, licensing logistics, box-office, first aid cover, security facilities and volunteer management.
- Organisation of core logistics including, visas, first aid cover, licensing , etc.
- Direct management of patrons, and delegates
- Circulate contact sheets, deadlines, time-frames, action plans, projections, spreadsheets and contracts etc.
Marketing and communication
- Working closely with the Marketing and PR personnel, overseeing strategy for festival activities, and engaging relevant professionals as appropriate
- Overseeing audience focused marketing and PR plan/schedule in consultation with Marketing Manager and PR
- Overseeing design process, print and distribution in consultation with the Marketing Manager and Director/CEO
- Overseeing online marketing plan
- Oversee co-ordination with partner venues box office/front of house manager
The Festival recognises the value of training and development and may plan training events and courses to help improve personnel performance
This job description is intended as a general guide to the scope of the contract and may change in line with the needs of the service or at the request of the Director/CEO or board. The Executive Producer will undertake any other duties, which may be identified and agreed.
Attributes and Experience
We’re looking for someone remarkable to take on this challenging and exciting role. As an organisation whose staff is based across the country, we have no central office. We have a high autonomy ethos so that people can do their best work from where ever works for them. Remote team meetings augment face to face ones. We use Asana and Whats App for internal project planning and communication. Regardless of where your home base is, you should also be prepared and available to spend time in Carlow throughout the year but in particular in the lead up to the festival.
- Vision, motivation and drive
- A recognised qualification and/or substantial relevant experience in the arts, artistic practice, arts administration or cultural leadership
- A demonstrable record of management in an artistic environment
- Significant financial management experience including budgeting
- Excellent literacy and communication skills
- Flexibility and excellent time management skills
- An excellent communicator, strong administrator and a self starter
- Able to work to tight deadlines under immense pressure
- Be strongly networked in the international and national arts sector, having knowledge of the major role players, institutions and stakeholders in the sector
- Have huge enthusiasm for the arts in Ireland and a keen sense of the nuances, issues and challenges therein
- A knowledge of general book keeping, VAT systems, etc.
- Have experience leading and working as part of a team in a diverse, collaborative and consultative environment
- Have excellent IT skills and knowledge of producing and project management tools e.g. Excel, Asana, Dropbox, Google Docs
- Be social media literate
Terms and Conditions
Reporting directly to the Director/CEO, the Executive Producer is a part-time (3 days a week) role all year round, moving to a full time role when in production and as required by the programme to be agreed in advance. The role requires flexibility during this time. A driving licence is desirable.
Salary is €45,000 per annum, pro rata. Please submit the following by way of application:
- An up to date CV highlighting your experience, achievements and track record. Please include the names, email addresses and contact phone numbers of three professional references.
- A covering letter of between 600 and 1000 words in which you outline the skills and experience you will bring to the job, and in which you motivate why you believe you are ideally suited to it.
Only electronic applications will be considered, please forward to email@example.com
The closing date for the applications is 25th October at 5pm. Interviews will be held on dates to be agreed in November, with a start date at the beginning of January 2020.
Carlow Arts Festival is an equal opportunities employer.
All applications will be treated in the strictest confidence and no references will be contacted without the applicant’s prior approval. If you have any questions related to this advertisement or the role in question, please direct them to firstname.lastname@example.org.