Onsite Event Coordinator - Antwerp

Onsite Event Coordinator - Antwerp (freelance)

What is Candlelight?

Since July 2019, Fever Originals has produced a series of classical music concerts in a “candlelit setting” which takes place in the most intimate and undiscovered venues all over the world. Cities include: France (Paris, Toulouse, Lyon), Spain (Madrid, Barcelona, Seville, Valencia), Portugal (Lisbon and Porto), and the United States (Los Angeles, New York, and Chicago), and are in the process of expanding to your city! Candlelight has democratized classical music by sharing it with the general public and providing a unique experience for each of our audiences.

For this role we are looking for a Coordinator for our Candlelight Concerts. It's a punctual job offer. Not a full-time nor part-time, it's for a couple of dates during the month, so flexibility needed. Transport costs will not be compensated and will be included as part of the hourly rate.

Responsibilities will include:

1. Services provided before the Concerts:

• Role in the selection and recruitment of personnel involved in the concert under the conditions provided by Fever;
• Give instructions to staff (reminder of schedules, uniforms, etc.);
• Consultation of the retroplanning shared by Fever in order to learn key information related to the organization of the concert (delivery schedules, invitations, etc.);
• Availability for one-off meetings organized by the Fever teams in order to resume the processes and organization to be respected for the concerts.

2. Services provided on the day of the Concerts:

• General coordination mission: the Service Provider will ensure a general coordination mission for the Concerts and guarantees the smooth running of the Concerts and the proper application of Candlelight operating procedures;
• Mission to speak on stage in order to give welcome, encore and closing speeches for the Concerts, the content of which will have been defined in advance by Fever;
• Mission of management of the personnel involved in the Concerts: distribution of roles, briefing and monitoring of the timing in order to start the Concerts on time (possible support from a venue manager depending on the type and size of the venue at the discretion of Fever ) ;
• Mission to manage deliveries from technical service providers (organized by Fever): contact the service provider to ensure that delivery takes place correctly and at the scheduled time, and notify Fever if necessary;
• Mission to manage candle deliveries (organized by Fever): contact the carrier coming from the Fever storage box in order to ensure delivery on time, and the proper organization of the boxes of candles upon delivery and during pick-up. return to the box, and notify Fever if necessary;
• Candle battery management mission: ensure the recharging of as many batteries as possible continuously throughout the evening and the changing of batteries in discharged candles;
• Scenography management mission: the Service Provider will ensure that the scenography complies with the Fever instructions and will transmit a photo to the dedicated WhatsApp group once the installation is completed before the start of the first concert;
• Artist management mission: reception and installation in the dressing room, rehearsals in suitable conditions (separate room, on stage if necessary without intervention from staff around the musicians, adjustments to the sound system if necessary), briefing on stage (use of microphones, desk lamps), ordering meals (within the limit of €25/evening/artist, delivery included), program briefing (checking the program and order, planned interventions on stage including between artists and coordinator).

3. Services provided following the Concerts:

• The Service Provider must transmit to the dedicated WhatsApp group after each series of concerts a complete inventory of the equipment (number of boxes loaded/unloaded, number of boxes of batteries loaded/discharged, etc.) as well as missing elements.
• In the event of a problem encountered on the evening of the concert, whether with the music (incidents, duration of the program, quality of the pieces played) or with the spectators (feedback, complaints, etc.), the Service Provider must transmit it as soon as the concert is over. this information to Fever on the dedicated WhatsApp group.

Required profile:

• 2+ years of experience in event management and/or a relevant degree (preferred)
• Interest and passion for live music and organizing events
• 1 year or more of experience in event management
• Driving licence mandatory
• You are fluent in English and Dutch. French is a plus!
• Exceptional customer service skills
• Experience leading an on-site team
• Strong problem-solving skills
• Good ability to work in a pressured environment
• Knowledge of AV and PA systems (desirable)