Terms of Reference Carifesta XV (Entertainment Coordinator)

Entertainment Coordinator

CARIFESTA XV Festival Overview

CARIFESTA XV, the Caribbean Festival of Arts, will be held in Barbados from August 22 to August 31, 2025, under the theme “Caribbean Roots…Global Excellence.” As the region’s premier cultural festival, CARIFESTA XV celebrates the vibrancy, creativity, and diversity of Caribbean arts while addressing global challenges such as sustainability, resilience, and peacebuilding. The festival positions the Caribbean as a global leader in cultural diplomacy and creative excellence.

Purpose of the Role

The Entertainment Coordinator will manage all entertainment aspects of CARIFESTA XV, ensuring the seamless planning, execution, and quality of performances and entertainment experiences across the festival. This role requires expertise in event management, creative programming, and stakeholder engagement to deliver high-quality, impactful entertainment that aligns with the festival’s vision and objectives.

Scope of Work

1. Entertainment Planning & Coordination

• Develop and manage a comprehensive entertainment program that integrates performances, concerts, and special events across the festival.
• Collaborate with artistic and technical teams to ensure entertainment aligns with the festival’s overarching theme and objectives.
• Coordinate with venue managers to finalize stage setups, technical requirements, and performance schedules.

2. Talent Management

• Identify, recruit, and contract local, regional, and international performers, including musicians, comedians, DJs, and other entertainers.
• Serve as the primary liaison for performers, addressing their logistical, technical, and artistic needs.
• Coordinate rehearsals and soundchecks, ensuring performers are well-prepared for their events.

3. Event Execution

• Oversee the execution of entertainment aspects of events, ensuring they run smoothly and on schedule.
• Manage backstage operations, including performer readiness, stage transitions, and technical setups.
• Ensure all entertainment elements meet safety, quality, and artistic standards.

4. Stakeholder Collaboration

• Work closely with other festival coordinators, including the Artistic Lead, Technical Coordinator, and Logistics Coordinator, to ensure seamless integration of entertainment into the festival program.
• Engage with community groups, sponsors, and partners to enhance the entertainment offerings and ensure inclusivity.

5. Budget Management

• Develop and manage the entertainment budget, ensuring cost-effective use of resources while maintaining quality.
• Monitor expenses, process payments, and provide financial updates as required.

6. Documentation & Reporting

• Maintain detailed records of all entertainment activities, including schedules, contracts, and feedback from performers.
• Provide regular progress updates to the National Cultural Foundation (NCF) and the CARIFESTA XV Committee.
• Submit a comprehensive post-festival report, outlining successes, challenges, and recommendations for future festivals.

Deliverables

• Contracts and schedules for all performers and entertainment providers.
• Regular progress updates and milestone reports throughout the engagement period.
• A detailed post-festival report by September 15, 2025.

Duration of Engagement

The Entertainment Coordinator will be engaged from March 1, 2025, to September 30, 2025, covering pre-festival planning, the festival period, and post-festival reporting.

Reporting Relationships

The Entertainment Coordinator will report directly to:

• The CEO, National Cultural Foundation
• The Festival Artistic Lead.

The Entertainment Coordinator will collaborate closely with:

• Artistic Coordinators across various disciplines.
• Technical, logistics, and marketing teams.
• Venue managers and community sub-committees.

Key Performance Indicators (KPIs)

• Successful delivery of high-quality entertainment programming aligned with the festival’s objectives.
• Timely recruitment and management of performers and entertainment providers.
• Positive feedback from performers, stakeholders, and audiences.
• Efficient use of allocated budget and resources.
• Comprehensive and actionable post-festival reporting.

Reporting Requirements

Frequency of Reporting:

• Bi-Weekly Progress Reports: Detailing updates on entertainment programming, performer recruitment, and event planning.
• Milestone Reports: Delivered upon completion of key deliverables, such as the final entertainment program.
• Post-Festival Report: Comprehensive evaluation to be submitted by September 15, 2025.

Reporting Channels:

• Reports will be submitted to the CARIFESTA Festival Committee and the National Cultural Foundation’s Executive Team.
• Regular review meetings will be scheduled to assess progress and address challenges.

Budget and Resources

The Entertainment Coordinator will have access to:

• A dedicated budget for entertainment programming and related activities.
• Support from the CARIFESTA XV communications and logistics teams.
• Approved vendor and contractor lists for technical and production services.

Application Process:

📅Application Opens: February 10, 2025
📅Application Closes: February 25, 2025

Interested candidates are invited to submit their resume and cover letter to Kim Butcher at Kim-butcher@ncf.bb.