Terms of Reference Carifesta XV (Delegate Liaison Coordinator)

Delegate Liaison 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 Delegate Liaison Coordinator will be responsible for overseeing all aspects of delegate management for CARIFESTA XV. This role ensures seamless coordination of regional and international delegations, managing logistics, communications, hospitality, and support services. The Coordinator will lead the Delegate Liaison Officers and work closely with event organizers to provide an exceptional experience for all participants.

Scope of Work

The Delegate Coordinator will:

• Serve as the primary contact for all participating delegations.
• Develop and implement a comprehensive delegate management plan.
• Oversee travel, accommodation, accreditation, and transportation arrangements.
• Manage a team of Delegate Liaison Officers to ensure effective support for delegations.
• Coordinate delegate registration, including visa and immigration assistance where required.
• Provide pre-festival guidance, orientation sessions, and festival schedules.
• Ensure cultural, accessibility, and hospitality needs of delegates are met.
• Coordinate official hospitality offerings, including welcome receptions, cultural excursions, and networking events to enhance the visitor experience.
• Liaise with festival organizers to address logistical challenges and special requests.
• Monitor and report on delegate experience, providing post-event recommendations.

Candidate Qualifications and Competencies

The ideal candidate should have:

• A degree in Event Management, Hospitality, Cultural Affairs, or a related field.
• Minimum of five (5) years of experience in large-scale event coordination and logistics.
• Strong leadership and organizational skills.
• Excellent communication and problem-solving abilities.
• Experience working in a multicultural environment.
• Knowledge of Caribbean culture and CARIFESTA’s objectives is an asset.

Duration of Contract

• June – August 2025

Key Deliverables and Milestones

• Finalize delegation list and initiate communications.
• Confirm all logistical arrangements and conduct briefing sessions.
• Oversee final preparations and liaise with Delegate Liaison Officers.
• Ensure smooth on-site delegate management throughout the festival.
• Submit a comprehensive post-event report and recommendations.

Reporting and Supervision

The Delegate Liaison Coordinator will report to the CARIFESTA XV Event Management Team and supervise the Delegate Liaison Officers.

Application Process:

📅Application Opens: February 27, 2025
📅Application Closes: March 10, 2025

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