Terms of Reference Carifesta XV (Music Coordinator)

Music Coordinator

CARIFESTA XV Festival Overview

CARIFESTA XV, the Caribbean Festival of Arts, will take place in Barbados from August 22 to August 31, 2025, under the theme “Caribbean Roots…Global Excellence.” This premier festival will celebrate the vibrancy, creativity, and innovation of Caribbean culture while addressing global challenges such as sustainability, resilience, and peacebuilding. CARIFESTA XV aims to position the Caribbean as a global leader in cultural diplomacy and creative excellence.

Position Summary:

The Music Coordinator for CARIFESTA XV will be responsible for overseeing all musical components of the festival, ensuring seamless execution of performances, technical requirements, and artist engagement. The coordinator will work closely with the festival’s production team, stage managers, and performers to curate and deliver high-quality musical events that reflect the diversity and excellence of Caribbean music. This position requires strong leadership, organization, and communication skills, as well as experience in music event production and artist coordination. The Music Coordinator will play a pivotal role in ensuring the success of CARIFESTA XV’s music programming, contributing to a vibrant and unforgettable festival experience.

Scope of Work:

1. Develop and manage the overall music program for CARIFESTA XV, ensuring alignment with festival themes and objectives.
2. Coordinate with national delegations and invited artists to confirm participation and performance logistics.
3. Liaise with sound engineers, stage managers, and production teams to ensure technical requirements are met.
4. Oversee rehearsals, stage setups, and soundchecks to ensure smooth transitions between performances.
5. Manage the scheduling of musical events, including Super Concerts, Icons Nights, Country Nights, Youth Showcases, and Fringe Festival performances.
6. Ensure cultural authenticity and excellence in all music showcases.
7. Support artists with logistical needs, including travel, accommodation, and hospitality.
8. Develop contingency plans for unforeseen challenges in performances and scheduling.
9. Work collaboratively with the artistic and technical teams to enhance audience experience.
10. Implement and oversee health and safety protocols related to music performances.
11. Manage budgets and expenditures related to music programming and production.
12. Document and report on the outcomes of the music program, identifying areas for improvement.

Listing of Music-Related Events for CARIFESTA XV:

• Super Concerts: High-energy performances featuring top Caribbean artists across genres.
• Icons Nights: Special tribute performances honoring legendary Caribbean musicians.
• Country Nights: Cultural showcases highlighting music from individual participating nations.
• Richard Stoute Caribbean Youth Showcase: A platform for young and emerging musical talent.
• Fringe Festival: Independent artist performances in various venues across the festival.
• Rhythm & Pan Night: A celebration of steelpan and percussive Caribbean music traditions.
• Gospel Night: Inspirational performances featuring leading gospel artists.
• Jazz, Spouge & World Beat Night: Showcasing diverse Caribbean jazz and fusion sounds.
• Street Performances & Busking: Live, informal music showcases in public spaces.
• Workshops & Masterclasses: Educational sessions led by seasoned music industry professionals.

Candidate Qualifications & Competencies:

Bachelor’s degree or equivalent experience in Music Production, Event Management, or a related field.

At least 5 years of experience in music event production, festival coordination, or artist management.

Strong knowledge of Caribbean music genres and cultural traditions.

Proven ability to manage multiple stakeholders, including artists, technical crews, and sponsors.

Excellent organizational, problem-solving, and decision-making skills.

Strong leadership and team management capabilities.

Familiarity with sound and stage production logistics.

Experience in budget management and contract negotiations.

Effective communication skills, both written and verbal.

Ability to work flexible hours, including evenings, weekends, and public holidays.

Knowledge of health and safety protocols for live music events.

Duration of Contract:
The contract period for the Music Coordinator will run from March through September 2025, covering all planning, execution, and post-event reporting phases of the festival.

Key Deliverables & Milestones:

1. Curated Music Program (March – April 2025): Finalized list of participating artists, bands, and groups.
2. Performance Schedules (May 2025): Completed scheduling of all music events, rehearsals, and soundchecks.
3. Technical Rider Compilation (May – June 2025): Consolidated list of technical requirements for all performers.
4. Logistical Coordination (June – July 2025): Confirmation of travel, accommodation, and hospitality arrangements for artists.
5. Festival Readiness (August 2025): All stage and sound requirements set for rehearsals and main performances.
6. Execution & Monitoring (August 2025): Supervision of live performances and troubleshooting any issues in real-time.
7. Post-Festival Report (September 2025): Detailed assessment of the music program’s successes and recommendations for future events.

Application Process:

📅Application Opens: February 10, 2025
📅Application Closes: March 05, 2025

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