MUSIC FESTIVAL VENDOR COORDINATOR - SEASONAL POSITION

Job Summary:

The MONTCLAIR JAZZ FESTIVAL produced by JAZZ HOUSE KiDS seeks an energetic and experienced Music Festival Vendor Coordinator to contribute to the planning and execution of events associated with and leading up to the 2022 MONTCLAIR JAZZ FESTIVAL at this highly regarded, award-winning community arts organization. The MONTCLAIR JAZZ FESTIVAL encompasses a Sponsor Mixer in June, Soundcheck Series of two (2) concerts in July, a Block Party in August, and culminating with a Downtown Jamboree of music and festivities in September.


Reporting to the Director of Event Operations, the Vendor Coordinator will help to ensure that the MONTCLAIR JAZZ FESTIVAL is produced at a high level of quality that satisfies the requirements of all stakeholders. The successful candidate will have the satisfaction of bringing the community together and advancing the mission of a growing, highly visible music education and performance organization. Through these efforts, the organization will be able to continue to develop the next generation of music makers, community leaders and global citizens. This is an excellent position for a dynamic, organized, people person who enjoys working in a fast-paced environment.


Principal Duties:

Work with the Director of Event Operations to plan and execute key logistical aspects of the MONTCLAIR JAZZ FESTIVAL. Responsibilities include, but are not limited to the following:


Project Management and Oversight
  • Manage the recruitment, selection, and coordination of all food and artisan vendors for all events (approximately 10-15 at smaller events, upwards of 120 at the Downtown Jamboree)

  • Liaison between the MONTCLAIR JAZZ FESTIVAL and all prospective and selected artisan and food vendors

  • Establish relevant food/beverage and artisan offerings for all events with a variety of options for attendees

  • Field all incoming vendor inquiries and screen potential applicants

  • Work with the site manager and MJF partners to create vendor layout and assigned positions

  • Create and distribute critical and pertinent vendor communications such as applications, selection letters, checklists, guidelines, and protocols

  • Ensure all vendors are compliant with all local licensing and health ordinances including collecting and tracking all paperwork

  • On-site vendor manager at all MJF events, directing vendors to assigned locations, managing timelines, enforcing protocols, and and resolving any conflicts that arise with professionalism and efficiency

  • Oversee interns and volunteers as they relate to vendor operations

  • Provide assistance as needed on all tasks related to the MONTCLAIR JAZZ FESTIVAL

Post-Festival Responsibilities:
  • Conduct post-event walk-throughs and inspections on the day after every concert or event to ensure the site is restored to its original state and all equipment and signage is returned to JAZZ HOUSE and all vendors

  • Oversee rental returns on site, inventory count, and storage of equipment and supplies in proper place

  • Participate in post-festival debrief meetings

  • Develop a comprehensive post-event report following the festival


Time Commitment

  • This exciting opportunity is a seasonal position, independent contractor beginning as soon as the right candidate is identified and culminating on September 16, 2022.

  • May + June: The position will be 25-30 hours per week in May + June

  • July-September: 30 to 40 hours per week in July, August, and September

  • Events: Additional hours needed to work MJF event (these hours are above and beyond the scheduled weekly hours)

  • The job duties expand beyond scheduled hours in the days prior to each concert and in the two weeks prior to the September Downtown Jamboree (flexibility to work long hours/late nights).

  • Must be available for event load-in/duration of event/load-out for each day outlined below with the ability and willingness to work outdoors in unpredictable weather conditions.

  • The Site Manager’s presence and supervision is mandatory for site inspections and any clean-up or equipment pick-up on the day after each concert or event.

  • The position involves some weekend and evening work related to the MONTCLAIR JAZZ FESTIVAL.

  • In addition to regular office hours, attendance is mandatory at all special events comprising the 2022 MONTCLAIR JAZZ FESTIVAL

  • Soundcheck Series

  • Wednesdays July 13 + 27, 6pm-9pm

  • Rain Dates July 14 + 28

  • Block Party

  • Saturday, August 13, 12pm-10pm

  • Rain Date August 14

  • Downtown Jamboree

  • Saturday, September 10, 1pm-9pm

  • Extreme Weather Date September 17

  • All festival staff may be asked to provide support at other summer programming events as needed.

  • The Coordinator’s presence and supervision is mandatory for site inspections and any clean-up or equipment pick-up on the day after each concert or event.

  • May be asked to attend additional related events such as board/committee meetings and volunteer training sessions.

  • This position cannot support vacations or time off due to the compressed time period of the position and the magnitude of the event, no exceptions please.


Qualifications:

  • Minimum of two (2) years of event experience; preference will be given to applications with specific experience managing food/artisan vendors at large scale events or festivals.

  • Excellent administration and people skills

  • Must be personable and able to establish a rapport with vendors

  • Experience managing expenses and budgets

  • Exceptional time management and organizational skills

  • Flexibility and an ability to manage unexpected changes

  • Experience using project management software and planning tools

  • Excellent computer skills and competency with Google Suite (sheets, docs, slides)

  • Ability to communicate with individuals at all levels of an organization

  • Able to work both collaboratively as well as independently with little direction when necessary

  • Excellent creative thinking and problem-solving skills

  • Excellent team player with a “can-do” attitude

  • A valid driver’s license is required; owning your own vehicle is a plus.

  • Ability to manage competing priorities effectively

  • Ability to lift 50lbs

  • Flexibility to accommodate an expanded work schedule in the weeks leading up to the MONTCLAIR JAZZ FESTIVAL is a must

  • Able to endure long periods of time standing or moving frequently

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