Terms of Reference Carifesta XV (Volunteer Coordinator)

Volunteer 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 Volunteer Coordinator for CARIFESTA 2025 will be responsible for recruiting, training, managing, and retaining a team of volunteers essential to the festival’s success. The coordinator will develop and implement a comprehensive volunteer program, ensuring volunteers are well-prepared, supported, and motivated throughout the event. This role requires excellent organizational and people management skills to ensure a seamless volunteer experience from onboarding through to post-festival appreciation efforts.

Key Responsibilities

1. Volunteer Recruitment & Onboarding

• Recruitment Strategy: Develop and implement a recruitment strategy to attract a diverse pool of volunteers across various roles for CARIFESTA 2025.
• Volunteer Registration: Manage the volunteer application process, ensuring all applicants are reviewed, interviewed, and assigned appropriate roles.
• Onboarding & Orientation: Create and deliver onboarding programs, including orientation sessions, training materials, and volunteer handbooks to prepare volunteers for their roles.

2. Training & Development

• Role-Specific Training: Organize role-specific training sessions for volunteers, ensuring they are equipped to handle their duties effectively.
• Leadership Training: Provide leadership and conflict resolution training for volunteer supervisors to manage their teams during the festival.
• Volunteer Briefings: Facilitate regular briefings to keep volunteers informed of festival updates, safety protocols, and any role adjustments.

3. Volunteer Management

• Scheduling & Assignments: Create and manage volunteer schedules, ensuring coverage for all festival activities and venues.
• On-Site Support: Oversee on-site volunteer coordination, providing real-time support, addressing concerns, and ensuring volunteers perform their duties effectively.
• Volunteer Retention: Implement strategies to motivate and retain volunteers, ensuring high levels of engagement and satisfaction throughout the festival.

4. Communication & Recognition

• Communication Channels: Establish clear communication channels for volunteers, using platforms like email, WhatsApp, and a dedicated volunteer management system.
• Feedback Collection: Collect and analyze feedback from volunteers during and after the festival, using this input to improve future volunteer programs.
• Volunteer Recognition: Plan and execute volunteer appreciation activities, such as recognition ceremonies, certificates, or social media spotlights to acknowledge their contributions.

Key Deliverables

1. Volunteer Recruitment Plan

• Description: A strategy for recruiting and selecting volunteers across various roles for CARIFESTA 2025.
• Tangible Output: Finalized volunteer recruitment strategy, including timelines, target groups, and promotional efforts.

2. Volunteer Training Program

• Description: A comprehensive training program for volunteers, including role-specific training and leadership development.
• Tangible Output: Approved training materials, schedules, and documented training sessions.

3. Volunteer Schedule

• Description: A detailed volunteer schedule covering all festival activities, ensuring adequate coverage across venues.
• Tangible Output: Finalized volunteer schedule with assignments and supervisor details.

4. Post-Festival Volunteer Report

• Description: A report evaluating the success of the volunteer program, including recruitment, training, and volunteer satisfaction
• Tangible Output: Finalized volunteer report with key metrics, feedback, and recommendations for future festivals.

Qualifications

Education:

• Bachelor’s degree in Event Management, Human Resources, Social Sciences, or a related field.

Experience:

• Minimum of 3 years in volunteer coordination or management, preferably in large-scale events or festivals.
• Experience in training, supervising, and motivating volunteers.

Skills

• Excellent organizational and project management skills.
• Strong interpersonal and communication skills, with the ability to manage diverse groups of people.
• Proficiency with volunteer management software and scheduling tools.

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.