Terms of Reference Carifesta XV (Grand Market Coordinator)

Grand Market 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 Grand Market Coordinator will be responsible for the planning, organization, and management of the Grand Market at CARIFESTA XV. As one of the major hubs of the festival, the Grand Market will serve as a dynamic space where visiting delegations showcase and sell their work, promoting cultural exchange and economic opportunities. The Coordinator will oversee all aspects of market operations, including vendor participation, delegate exhibits, sales facilitation, and integration of technology to enhance commerce and visitor experience.

Scope of Work

The Grand Market Coordinator will:

• Develop and implement a strategic plan for the execution of the Grand Market as a major commercial and cultural hub.
• Coordinate the recruitment, selection, and onboarding of vendors, artisans, and cultural entrepreneurs from visiting delegations and local businesses.
• Design and manage the market layout, ensuring optimal traffic flow, accessibility, and designated spaces for exhibition, sales, and cultural showcases.
• Oversee logistical arrangements, including security, utilities, waste management, and on-site facilities to ensure a seamless operational experience.
• Facilitate and manage diverse sales methods, including cash, point-of-sale (POS) transactions, mobile payments, and e-commerce solutions to accommodate international and regional buyers
• Work closely with IT specialists to integrate technology into the Grand Market experience, including digital product catalogs, QR code payments, and live-streamed vendor showcases.
• Collaborate with the marketing team to promote the Grand Market and delegate exhibits to local and international audiences through digital and traditional media.
• Facilitate partnerships with tourism, business, and cultural organizations to enhance the commercial viability of the space.
• Provide operational oversight during the festival, ensuring an efficient experience for vendors, exhibitors, and patrons.
• Address vendor concerns, facilitate sales logistics, and manage on-site issue resolution.
• Collect and analyze data on vendor sales, visitor engagement, and overall market performance to assess impact and inform future events.
• Prepare a post-event evaluation report with recommendations for improving commercial and technological aspects of the Grand Market.

Candidate Qualifications and Competencies

The ideal candidate should have:

• A degree or certification in Event Management, Business Administration, Cultural Industries, or a related field.
• Minimum of five (5) years of experience in market or event management, preferably in large-scale cultural festivals.
• Strong organizational and project management skills with experience in vendor and stakeholder coordination.
• Excellent communication and negotiation abilities.
• Experience in integrating technology for commerce, including POS systems and digital marketing tools.
• Ability to manage high-pressure situations and adapt to dynamic event environments.
• Knowledge of Caribbean arts, crafts, cultural enterprises, and festival logistics is an asset.

Duration of Contract

• March – September 2025

Key Deliverables and Milestones

• Develop a vendor and delegation showcase recruitment strategy and initiate outreach.
• Finalize vendor selections, sales infrastructure, logistics planning, and promotional activities.
• Ensure site readiness, confirm technology integration, and finalize exhibitor participation.
• Oversee Grand Market operations, manage sales logistics, and support exhibitors during CARIFESTA XV.
• Submit a post-event report with performance analysis, technological integration review, and recommendations.

Reporting and Supervision

The Grand Market Coordinator will report to the CARIFESTA XV Event Management Team and collaborate with marketing, logistics, IT, and vendor management teams.

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.