Camp Wildfire

Event Manager

Job Added: 13 May 2019
Applications Close: 31 May 2019
Level: Senior
Contract: Fixed-term
Based: London
Salary: £200 to £200 per Day
Twitter: @wildfirecamp

Event Management for Camp Wildfire 2019

Summary

We are looking for an individual event manager, or event management company, to deliver a 3 day outdoor event in summer 2019. The role is initially offered as a one project contract, but we hope to find a partner that we can work with for years to come as the business grows.

Background

Camp Wildfire is Europe’s first Summer Camp for Adults. An extraordinary weekend where guests adventure by day and party by night.
We are currently a startup with 3 full time employees and a network of freelancers and suppliers. We have been running for 4 years and are currently doubling in size each year. We each have 10+ years experience of working in the festivals, events, film, charities, marketing and other creative industries. We are a dynamic, creative team who care a lot about the work we do. We have won multiple awards for our previous events.
Our ambitions are big. In the next 5 years we plan to take the concept across the UK and Europe, establishing ourselves as the leading brand in this entirely new market. We will reinvent summer camps for the festival generation, just as Secret Cinema reinvented a night at the movies.
We are looking for a talented individual or partner company with a lot of passion for the Camp Wildfire brand to join us at this stage of our journey and grow with us.
If you are looking to make some easy money this summer, or think this would look good in your portfolio, then please do not apply.
If you feel inspired by the world we are trying to create, want to use your skills & experience to contribute to the development and success of this unique early stages project, and have the desire and energy to lead this new market with us; then we would love to hear from you!

Website: https://campwildfire.co.uk/
Facebook: @campwildfire
Instagram: @campwildfire

Objectives

Deliver Camp Wildfire event within allocated budget
Deliver an outstanding customer experience onsite at Camp Wildfire event
Build a brilliant and reliable supply chain for Camp Wildfire events

Term

Start date: 10th June
End date: 30th Sep
Approximate Time: 30 Days Total (17 Days Planning, 11 Days Onsite, 2 Days Evaluation)

Finance

Event Management Fee & Expenses: Up to £6,000 + VAT
Event Management Costs Budget: Up to £90,000 + VAT

Location

Camp Wildfire office in Brixton, London
Camp Wildfire event site in Sevenoaks, Kent
Other locations to be agreed as necessary

Skills, Qualifications, Experience

Demonstrable experience of delivering similar events to a high standard in greenfield sites in the past 2 years with references

Project Specification

Camp Wildfire is a 3 day outdoor event featuring a mix of activities and music. In 2019 we expect around 1500 attendees. It is an immersive, theatrical event styled on the films of Wes Anderson. It takes place in a heritage Pinetum in Kent. The way the customers interact with our brand is of vital importance; from the visual styling to the welcoming atmosphere created by the team. It is an extremely unique setup so will require an open approach. The Pinetum contains some precious trees and can be a challenging environment to work within, but we have made significant investments into the event site to create tracks and footpaths.

NB: Over the past 4 years we have established a successful approach to managing the event on the site.Copies of previous site maps and event management plans are available as a starting point, and many suppliers would be suitable to work on the event again should you wish to rebook them.

Development

Working with Camp Wildfire team to develop an understanding of the brand and the company

Planning

Organisation and attendance at planning meetings with event suppliers, local authorities, safety advisory groups, venue owners and Camp Wildfire team.
Manage the event management budget to ensure event is delivered on budget.
Draft and manage the event site plans.
Create and manage the event management plans including Event Safety Management Plan, Noise Management Plan, Trader Management Plan, Crowd Management Plan, Medical Plan, Fire Risk Assessments, Health & Safety Risk Assessments, Emergency & Evacuation Plans, Campsite Management Plans, Safeguarding Policies, Health & Safety Policies, Site Build & Break Schedules, Live Event Schedules, Environmental Policies, Adverse Weather Plans, License Condition Management Plans, Stage Production Schedules, etc.
Procurement of all personnel, goods and services necessary to deliver the event including Art Department, Branded Signage, Security & Stewards, Firefighting, First Aid & Welfare, Volunteers, Electrical Systems, Plant Machinery & Tools, Vehicles, Road Signage, Projection Screens, Site Manager, Site Crew, Consumables, Health & Safety Officer, Health & Safety Equipment, Special Effects, Refuse & Recycling, Traffic Management, Scaffolding, Fencing & Barriers, Trackway, Toilets & Showers, Cabins & Secure Storage, Water Systems, Storage, Noise Management, Backline, Stage Management, Sound, Lighting, Site Communications, Stage Structures & Tents, Auxiliary Structures & Tents, Box Office & Accreditation Management, Crew Catering, Artist Liaison, Artist Riders, Artist Transport & Accommodation, Furniture, etc.
Liaising with venue on any site improvements required including track, pathway or fence line installation and maintenance, debris clearing, grass cutting, water pipe installation, phone line installation, etc
Liaising with all Camp Wildfire team members to ensure their requirements and plans are catered for in the delivery of the event Product Team (Music & Activities), Sales Team (Sponsors & Traders), Bars Manager, Operations Team, Finance Team etc

Delivery

Markout of event site
Oversee entry and exit of all arrivals and departures from the venue
Oversee the siting and installation and removal of everything brought into the venue
Overall responsibility for health and safety
Overall responsibility for the protection of the venue against unreasonable damage
Overall responsibility for the build, break and live event running to schedule
Overall responsibility for ensuring event runs within the parameters set out by the event management plans, licences and any other relevant regulations and guidance
Management and quality control of procured personnel, goods and services
Safe storage and inventory of equipment and materials owned by the business

Evaluation

Negotiate settlements where any procured suppliers have failed in the delivery of contracted goods and services.
Comprehensive written debrief covering all suppliers and elements of event management with recommendations for the future
Provide itemised inventory of everything stored within our facilities from the event
Attendance at debrief meeting

General

Other tasks relating to the project objectives as can be reasonably expected

Project Milestones

5th July 2019 - Draft Event Management Plans, Site Plans, Budget & Procurement List

19th Jul 2019 - Final Event Management Plans, Site Plans, Budget & Procurement List

25th Aug 2019 - Site Build Begins

30th Aug to 2nd Sep 2019 - Live Event

6th Sep - Site Break Ends

30th Sep - Evaluation Period Ends

Indicative Requirements

These requirements are offered on an indicational basis of assessing the project only. The successful applicant would be expected to use their expertise and knowledge to provide a detailed specification.

NB: Available by request only.

How to apply

Tender Process

Please submit the following to [email protected]

Cover letter no longer than 300 words
Proposed timeline showing milestones
Itemised budget for event management fees & expenses
Organogram showing project team members
2x Examples of recent projects (last 2 years) with references

Deadline for submissions is 12:00 on Fri 31st May

Shortlisted applicants will be invited to meet with the team between the 3rd and 7th June