Freelance Event Manager

Our team is growing!

We’re hiring two freelance Event Managers, please apply via the google form.

Please only apply for the role if you meet the criteria and are available for ALL dates listed, these are specified below. If not, keep an eye out for a role that suits you!

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Role: Event Manager

Contract Type: Freelance

Start Date: November 2024

About us

Mainstage Festivals is a market leader in overseas festivals. We specialise in delivering music events in unique locations across the Globe.

Our current portfolio includes; Snowboxx, our 6000-person festival in a breath-taking ski resort in the French Alps. The much-acclaimed Kala; which in turn has become Albania’s first-ever international music festival back in 2018, and paved the way for new music events in the stunning Albanian Riviera. Explorations, a festival we run in partnership with Anjunadeep. XXL On The Snow, a brand new techno focused ski festival in Les Arcs. As well as ION Festival, rounding off our year in Albania in which we are partnered with our friends at LWE.

Mainstage Festivals will also be launching several new projects in the coming years, with further expansion of the team to manage a wider range of festivals and events.

Who we are looking for

At Mainstage, we have a brilliant variety of personalities but there are a few traits we all have in

common. New Mainstage recruits should be passionate, determined, dedicated, adaptable and resilient.

Our company values are the core of what we’re building and it's important to us that any new candidates also hold these same values.

Collaborative - We think and work as one team, always supporting each other

Passionate - We are enthusiastic and love what we do

Innovative - We are ambitious, proactive and think creatively about what we do

Trustworthy - We work honestly and can rely on our team to achieve the best

Tenacious - We don’t give up, are resourceful and give our all to achieve the best

We are looking for a confident, innovative, reliable and highly organised individual with 3+ years in festival management.

This person will bring fresh perspectives to our team and be seeking high energy, rewarding work within a ‘work family’ environment.

The Event Manager will be working across multiple events. The successful applicant will work closely with the full time Event Manager at Mainstage to lead on the detailed planning of operational procedures at each festival, delivering successful, safe and unique events.

This person should be creative and not be afraid to think outside the box. Ambition, passion and tenacity are key to this role.

Responsibilities

The Event Manager will be responsible for coordinating the Event Management team and ensuring the smooth running of all Event Management sub-departments. The Event department is ever-changing and improving, responsibilities will include, but not be limited to;

Advance Planning & Management

• Lead on the creation and collation of EMP documentation alongside H&S Advisor, providing weekly progress reports
• Support FT Event Manager with licensing and permission process
• Budget input across multiple festivals, ensure that all spending is controlled and reconciled for each event
• Oversee Event Assistant Manager and Event Coordinator
• Assist with planning and contracting for the following operational contractors to include negotiation, scheduling, forecasting, collation of relevant safety documentation: Event Control, Venue Management, Security, Medical, Lifeguards, Welfare, Waste
• Attend and input into monthly HoD meetings for each event
• Work collaboratively with other Mainstage departments

On site Event Management

• Ensure safety operations and control mechanisms are implemented as per event management plan and risk assessments
• Briefing and management of Event Management team, foster cohesive working conditions and prioritise staff welfare
• Manage operational contractors, deliver detailed briefings and implement working processes, track schedule changes for accurate post-show invoicing
• To lead ELT and co-ordinate emergency response via on the ground resource
• Oversee accreditation process for all customers and non customers
• Uphold relationships with all stakeholders on site
• Local authority liaison, as required
• Ensure event data is collated for year on year comparisons
• Complete and collate debriefs with all Event Management contractors
• Work with accounts to raise POs and ensure payments are made in line with agreed terms
• Brainstorming improvements and event additions to enhance the customer appeal and experience

Experience Required

• 3+ years experience as an Event Manager, or Operations Manager at mid to large scale festivals
• H&S knowledge
• Experience writing event policies and plans
• Budget management experience
• Excellent knowledge of all areas of festival operations
• Prior experience managing large teams

Personal Skills and Traits

• Highly self-motivated and proactive
• Exceptionally organised with great time management skills and attention to detail
• Ability to prioritise and stay calm under extreme pressure
• Able to tackle challenges constructively, and find creative ways forward
• Passion for music and events
• Relate to our company values
• Strong people management skills
• Ability to be assertive but always kind

Other Requirements

• Passport required
• Ideally a valid driving licence

2024/25 Dates and Days

The below days and dates are estimates and may change. To apply for one of the roles, applicants should be available for all dates listed.

ROLE A (Nov-June)

Snowboxx Festival 15th - 22nd March, Avoriaz, France

On-Site Dates: 8th - 25th March

28 days advance (starting November) + 16 days on site + 2 days post

KALA and Explorations 1st - 22nd June, Dhërmi, Albania

On-Site Dates: 27th May - 20th June

28 days advance (starting January) + 22 days on site + 2 days post

ROLE B (Nov-Sept)

XXL on the Snow 5th - 12th April, France

On-Site Dates: 30th March - 15th April

29 days advance (starting November) + 15 days on site + 2 days post

TBA festival 10th - 16th September, Europe

On-Site Dates: 3rd - 19th September

32 days advance (starting January) + 15 days on site + 2 days post

Travel days and one day off mid-show (June only), unpaid

Advance is mostly remote working, with a small number of days required in a London office.

Inclusions and Perks

• Accommodation, travel and two meals per day provided whilst on site
• Mainstage team socials and events

Inclusion and Equality

Mainstage Festivals recruit, employ, train and promote regardless of age, disability, gender, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex, sexual orientation or gender reassignment.

At Mainstage, we aim to create a family feel, where a diverse mix of talented people want to come, to stay and do their best work. For this reason, our recruitment process is based purely on merit, experience and values.

We believe that multiculturalism, unique personalities, varied points of view and diverse backgrounds are essential to growing the company and creating customer experiences that will last a lifetime.