Terms of Reference Carifesta XV (Media Coordinator)

Local Media Relations & Communications Coordinator

CARIFESTA 2025 Festival Overview

CARIFESTA XV, the Caribbean Festival of Arts, will take place in Barbados from August 22–31, 2025. Under the theme “Caribbean Roots…Global Excellence,” the festival will showcase the vibrancy, resilience, and innovation of Caribbean culture while addressing global challenges such as sustainability, resilience, and peacebuilding.

As the premier arts and cultural festival of the region, CARIFESTA celebrates the Caribbean’s rich cultural heritage and its global impact, bringing together artists, cultural practitioners, and audiences from across the globe. The festival also positions the Caribbean as a leader in cultural diplomacy, sustainability, and creative innovation.

Purpose of CARIFESTA 2025

CARIFESTA’s mission is to:

• Celebrate Caribbean identity: Highlight the diversity and creativity of Caribbean cultures through artistic expressions and performances.
• Amplify regional voices globally: Showcase the Caribbean’s global influence in arts, culture, and innovation.
• Address global challenges: Engage in meaningful conversations on sustainability, resilience, and peace through the lens of culture.
• Strengthen regional unity: Create opportunities for collaboration, exchange, and dialogue among Caribbean nations.
• Leave a legacy of sustainability: Develop eco-friendly practices and frameworks for cultural events that inspire future generations.

Scope of Work

The Local Media Relations & Communications Coordinator’s responsibilities include, but are not limited to, the following:

1. Media Strategy Development

• Develop a detailed local media relations and communication plan aligned with the overall festival strategy.
• Identify and engage key local media outlets (radio, television, newspapers, online platforms) to secure coverage for CARIFESTA XV events and activities.

2. Media Engagement

• Coordinate press conferences, media briefings, and interviews with festival representatives, artists, and stakeholders.
• Manage relationships with local journalists, editors, and influencers to ensure consistent and positive media coverage.
• Distribute press releases, media advisories, and festival updates to local media outlets.

3. Content Creation & Management

• Work closely with the CARIFESTA XV communications team to create engaging content tailored for local audiences, including press materials, FAQs, and event highlights.
• Support the creation of promotional materials, such as video teasers and feature stories, to be disseminated through local media channels.

4. Event Coverage Coordination

• Coordinate media access to festival events, including issuing media passes and facilitating on-site media coverage.
• Provide real-time updates during the festival via local media channels to enhance audience engagement.

5. Crisis Communication

• Develop and implement a local crisis communication plan in collaboration with the festival’s overall crisis management strategy.
• Serve as the primary contact for addressing local media inquiries during crises or unexpected situations.

6. Monitoring & Reporting

• Monitor local media coverage to assess the effectiveness of the media strategy.
• Provide regular updates and a comprehensive post-festival report detailing local media engagement outcomes, successes, and areas for improvement.

Deliverables

1. Pre-Festival Deliverables:
   • Comprehensive local media relations plan.
   • Distribution of initial press materials to local media outlets.
   • Engagement of key local journalists and media personalities.
2. Festival Period Deliverables:
   • Daily local media updates and event highlights.
   • On-site coordination for media representatives covering festival events.
3. Post-Festival Deliverables:
   • Detailed local media coverage report, including analytics and insights.
   • Recommendations for future local media strategies.

Reporting Requirements

Frequency of Reporting:

• Bi-Weekly Progress Reports: To be submitted every two weeks, detailing media engagement activities, challenges, and upcoming plans.
• Milestone Reports: Delivered upon completion of key tasks such as press conferences and major announcements.
• Post-Festival Media Report: Comprehensive evaluation to be submitted by September 15, 2025.

Budget and Resources

The Local Media Relations & Communications Coordinator will have access to:

• A dedicated budget for local media activities, including press events, content creation, and promotional materials.
• Support from the CARIFESTA XV communications team, including graphic designers and content creators.
• Access to the approved vendor list for any outsourced media-related services.

The Coordinator is expected to manage expenses within the approved budget and provide periodic financial updates.

Key Performance Indicators

• Media Coverage: Number and quality of local media articles, interviews, and features published or aired about CARIFESTA XV.
• Audience Engagement: Reach and engagement metrics from local media campaigns.
• Timely Deliverables: Completion of all media-related deliverables within the specified timelines.
• Crisis Management: Effectiveness in handling and resolving any media-related crises.
• Stakeholder Satisfaction: Positive feedback from the National Cultural Foundation,

Duration of Engagement

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