Terms of Reference Carifesta XV (Transportation Coordinator)

Air and Ground Transportation 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.

Position Summary

The Air and Ground Transportation Coordinator will be responsible for organizing and managing all transportation logistics for CARIFESTA 2025 delegates, ensuring seamless movement from their arrival in Barbados at the GAIA to their departure. The coordinator will work closely with delegate liaison personnel, festival organizers, airport authorities, transport providers, and hospitality teams to deliver timely, safe, and efficient transportation services. This role will be key in ensuring a smooth transportation experience for festival participants, VIPs, and official delegations.

Key Responsibilities

1. Transportation Planning & Coordination
   • Develop a comprehensive transportation plan for air and ground travel, outlining the logistics for delegate arrivals, departures, and movements during the festival.
   • Coordinate with airport authorities, ground transportation providers, and local hospitality services to ensure smooth transfers.
   • Arrange airport pickups, and transportation for rehearsals, persons attending events, performing participating in the festival, special events, ensuring adherence to schedules.

2. Delegate & VIP Transport Management
   o Plan and manage transportation for official delegations, VIPs, and festival participants, ensuring personalized services as required.
   o Oversee the transportation schedule, including shuttle services between hotels, event venues, and festival locations.

3. Fleet Management
   o Supervise drivers and ensure vehicles are well-maintained, safe, and punctual.
   o Ensure all vehicles are compliant with festival requirements, such as safety standards, insurance, and festival branding.

4. Logistics Communication
   o Serve as the primary point of contact for transportation inquiries, providing timely and clear communication to delegates and festival staff.
   o Coordinate with festival staff and volunteers to ensure that transportation operations align with the overall event schedule and specific needs.
   o Maintain real-time updates on transportation schedules, addressing last-minute changes or emergencies as necessary.

5. Problem Resolution & Crisis Management
   o Develop contingency plans for potential transportation disruptions, including flight delays, traffic issues, and vehicle breakdowns.
   o Provide swift, on-the-ground support to resolve transportation-related issues, ensuring minimal impact on the delegate experience.
   o Collaborate with the security team to ensure the safe transportation of VIPs and delegations.

Key Deliverables

• Transportation Plan: A detailed plan outlining all air and ground transport logistics, including scheduling, delegate assignments, and emergency procedures.
• Fleet and Driver Schedules: Comprehensive schedules for all vehicles and drivers, ensuring timely and efficient transport services.
• Transportation Incident Report: A report on any transportation-related issues or disruptions, with recommendations for future improvements.

Milestones

• Transportation Plan Finalization: Complete the transportation plan
• Delegate Transport Coordination: Finalize delegate assignments and schedules
• Post-Festival Report: Submit a transportation report and recommendations

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.