Camp Wildfire

Activities Producer

Job Added: 15 May 2019
Applications Close: 31 May 2019
Level: Mid-Weight
Contract: Fixed-term
Based: London
Salary: £200 to £200 per Day
Twitter: @wildfirecamp

Activities Producer for Camp Wildfire 2019

Summary

We are looking for an extremely organised person with a love of festivals and adventure to join the team as our Activities Officer. The role is initially offered as a one project contract on a freelance basis; in the next few years it will develop into a prestigious full time position.

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 programme of activities within allocated budget and on schedule
Deliver an outstanding customer experience with the activities programme & organisation
Build a brilliant and reliable supply chain for Camp Wildfire activities

Term

Start date: 10th June
End date: 30th Sep
Approximate Time: 25 Days Total (16 Days Planning, 7 Days Onsite, 2 Days Evaluation)

Finance

Activities Officer Fee & Expenses: Up to £5,000 + VAT
Activities Costs Budget: Up to £50,000 + 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 similarly unique and complex projects to a high standard in the past 2 years with references (eg film production, event production, creative project management)

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 role can be best summed up as programming and planning a weekend of activities for the guests of Camp Wildfire. You will be required to work with a range of people from volunteers to expert contractors. Some activities will involve booking one contractor who can provide everything in an easy package, others will involve detailed planning on our part to achieve and create some unique experiences for our guests.

NB: Over the past 4 years we have established a successful approach to programming and managing the activities which we will be able to support you with. Many activity providers are already booked for the event this year.

Development

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

Programming
Maintaining relationships with existing activity providers
Researching & developing potential new activities and how they could be delivered
Maintaining database of activity providers
Negotiation of activities provision with contractors and freelancers
Programming a suitably exciting and varied activity programme
Ensuring that activity availability targets are met at all times
Management of activities budget

Marketing
Liaising with marketing team to ensure that activity programme is accurately marketed
Liaising with activity providers to facilitate any marketing team requirements

Planning
Research and collation of relevant regulatory bodies, regulations, guidelines, qualifications and standards pertaining to any activities programmed and ensuring they are met
Understanding each activity’s unique and nuanced requirements for delivering an outstanding experience to guests and ensuring they are met as far as practically possible
Collating activity requirements for equipment, space, people, water, electricity and materials and liaising with other team members to ensure they are adequately met
Liaising with event manager to ensure that activities are plotted accurately into site map
Recruitment and training of any volunteers and staff to help deliver activities programme
Arranging transport for any activities equipment and leaders
Collecting activity leader uniform requirements and liaising with the dress officer to ensure garments are correct
Collating and checking the validity and scope of activity providers’ public liability insurance.
Collating and checking risk assessments from activity providers and conducting additional risk assessments where necessary.
Collecting activity provider accreditation details and inputting them into the festival accreditation system.
Production and distribution of activity provider briefing packs and handbooks.
Recruitment and briefing of activity liaison team.
Liaising with the venue to ensure that all activities are signed off and that their requirements are met
Drafting contracts for activity providers
Liaising with finance team to plan cashflow and payments for activity providers.

Enrolment
Oversee activity enrolment where guests of Camp Wildfire will log in to our online activity booking portal to choose their activities.
Entry of all activity data into portal ready for booking.
Liaising with customer support team during enrolment and in the build up to the event to troubleshoot and solve customer issues.
Enrolling VIP guests into activities as part of our concierge service.

Delivery
Oversee the siting and setup of all activities during the site build.
Management of onsite activity office and activity liaison team.
Management of any onsite enrolment changes
Production and distribution of advance activity provider welcome packs, including handbooks and uniforms.
Activity provider site inductions and briefings.
Inspecting activity providers for the purposes of health and safety and brand management.
Oversee removal of all activity equipment to ensure venue is left tidy and in good repair
Return of any hired equipment
Clean, pack and store any owned equipment with an accurate inventory log

Evaluation
Negotiate settlements where any procured suppliers have failed in the delivery of contracted goods and services
Thank suppliers for their contribution to the event where they succeeded in their 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
Digital storage and organisation of all documents relating to the event within our cloud facilities
Attendance at debrief meeting

General

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

Project Milestones

5th July 2019 - Draft Activity Management Plan

19th Jul 2019 - Final Activity Management Plan

18th Aug 2019 - Enrolment Opens

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

Please submit the following to [email protected]

Cover letter no longer than 300 words
Proposed timeline showing milestones
Itemised budget for activities officer fees & expenses
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