HOST MANAGERS (3) temporary for major cultural events

Temporary freelance roles supporting exciting cultural events in Torbay in September 2017. Managing teams of volunteer Hosts for THE TALE and at INTERNATIONAL AGATHA CHRISTIE FESTIVAL.

We’re putting Torbay on the cultural map! New life is being breathed into existing events and some very innovative and creative arts experiences are coming soon. To enable these events to run, a new pool of volunteer Culture Hosts is being recruited by Torbay Culture Board and partners. THREE HOST MANAGERS are being appointed by Torbay Culture Board to support this team as they build up for a peak of activity this September. They will be working to ensure successful volunteer activity at two major events:
· THE TALE An exciting new type of arts event, guiding visitors on a journey of discovery from the streets of Torquay, through hidden coves and historic harbours, to the quarry of Berry Head. New artworks and performances will be revealed during three weekends… 8-10, 15-17 and 22-24 September 2017. There are also two schools days on 7 and 14 September.
· INTERNATIONAL AGATHA CHRISTIE FESTIVAL Agatha Christie remains the most published author of all time and her fame reaches most corners of the globe. IACF, running from 13-17 September, has expanded into a major platform for new works with guest writers, artists, performers, song, stories and dance celebrating the life and legacies of Dame Agatha Christie Mallowan.

As Host Manager you will be managing the volunteer Culture Hosts for one of these events but you may need to support both events, particularly in the busy middle weekend. Reporting to your respective event management team, the key to this role is ensuring that the Culture Hosts, who are giving their time freely, are well-briefed, supported and thanked for their valuable contributions.

Duties:
Before the events start:
· Familiarisation with the detail of the events including precise locations, timings, artists/performers and the roles of volunteers.
· Attending training and briefing events being run for hosts. Dates and times to be advised. Greeting Hosts, checking their details and rotas and dealing with any queries that they may have.
· Supporting event preparation and promotion.
· Holding a contact list of all Hosts included in the rota for your event and being available by phone (or other preferred messaging system) to respond to volunteer queries. You will need to have and carry your own mobile for this purpose.
· Preparing your ‘pack’ to include Hosts’ rotas and contact details, refreshments for Hosts (where required), expenses claim forms and other venue related information as advised by the event managers.
During the events:
· In conjunction with the event managers (or their representatives) being present at agreed locations and agreed times. The workload during event times will be high and you must be available for the published event dates.
· Looking after your Host team – ensuring that they are present and have everything they need for their respective roles.
· Managing the rotas for your event. There is a complex matrix of shifts, locations, dates, hours and roles which may need to be amended, finalised and confirmed.
· Managing any last minute changes to the rotas and organising replacement Hosts as required.
· Keeping a formal record of Hosts attendance (as required by Heritage Lottery Fund).
· Distributing expense claim forms to Hosts, advising on, approving paying claims.
After the events:
· Completing any outstanding expense claims.
· Returning completed rotas with attendance records.
· Contributing to the de-brief for the events with any advice about the ongoing operation of the Culture Hosts programme.
These are exciting events and the Host Manager role is one that is critical to making the most of the contribution of these volunteers. Duties will inevitably evolve as events are underway and will vary from event to event and from location to location. Flexibility is therefore required to undertake any other duties as may reasonably be required. Work will start in August and will conclude at the end of September.

Person specification:
Essential
· Good at dealing with people – co-workers and the general public
· A good communicator, face to face and by phone
· Efficient record keeper
· Confident problem solver
· Able to get to and between your allocated locations across the Bay ·
Preferred
An interest in culture
· Local knowledge of Torbay and the event sites
· Cash handling
· Team leading experience

Pay: These posts are offered on a self-employed basis for a fixed fee of £2,000. This has been worked out at a rate of approximately £100/day but hours are not fixed. Ultimately you will be responsible for working to ensure that your hosts are managed and supported before, during and after the events. Flexibility is essential and the role will include weekend and evening work.

Applications are invited from any interested parties but the nature of the role is particularly suited to students or recent graduates seeking to build experience in the arts or event management sector. Please send your CV by 1700 on Friday 28th July 2017 to deirdremakepeace@btinternet.com OR send to Deirdre Makepeace, Lead Host Manager, Torbay Culture Hosts, Brixham Sea Works, 1st Floor, Town Hall, New Road, Brixham, TQ5 8TA.
If you would like to chat about these roles then please contact the Lead Host Manager, Deirdre Makepeace 07768 573969 / 01803 782249 or on the email above.