Terms of Reference Carifesta XV (Theatre Arts Coordinator)

Theatre Arts 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 Theatre Arts Coordinator for CARIFESTA XV will be responsible for overseeing all theatre-related components of the festival, ensuring seamless execution of performances, technical requirements, and artist engagement. The coordinator will work closely with playwrights, directors, production teams, and logistical staff to curate and deliver high-quality theatre programming that reflects the diversity and excellence of Caribbean theatre traditions and contemporary works.

Scope of Work:

1. Develop and manage the overall theatre program for CARIFESTA XV, ensuring alignment with festival themes and objectives.
2. Coordinate with national delegations and invited theatre artists to confirm participation and performance logistics.
3. Liaise with directors, stage managers, and technical teams to ensure rehearsal and performance requirements are met.
4. Oversee the setup and execution of major theatre events, including full-length plays, staged readings, and immersive theatre experiences.
5. Manage the scheduling of theatre-related events, including Icons Nights, Country Nights, and special theatre performances.
6. Ensure cultural authenticity and excellence in all theatre showcases.
7. Support theatre artists with logistical needs, including travel, accommodation, and hospitality.
8. Develop contingency plans for unforeseen challenges in performances and scheduling.
9. Work collaboratively with the artistic and technical teams to enhance audience engagement.
10. Implement and oversee health and safety protocols related to theatre performances.
11. Manage budgets and expenditures related to theatre programming and production.
12. Document and report on the outcomes of the theatre program, identifying areas for improvement.

Listing of Theatre-Related Events for CARIFESTA XV:

1. Icons Night – Theatre: Honoring legendary Caribbean playwrights and actors.
2. Traditional Theatre Showcase: Featuring folk and indigenous Caribbean storytelling traditions.
3. Contemporary Theatre Showcase: Presenting modern and experimental Caribbean theatre productions.
4. Country Nights: Showcasing national theatre presentations from participating countries.
5. Theatre Workshops & Masterclasses: Led by renowned playwrights, directors, and actors.
6. Theatre Industry Networking & Panel Discussions: Sessions focused on professional development and collaboration within the theatre industry.

Candidate Qualifications & Competencies:

• Bachelor’s degree or equivalent experience in Theatre Arts, Performing Arts, Event Management, or a related field.
• At least 5 years of experience in theatre production, directing, or festival coordination.
• Strong knowledge of Caribbean theatre traditions and contemporary theatre practices.
• Proven ability to manage multiple stakeholders, including artists, technical teams, and sponsors.
• Excellent organizational, problem-solving, and decision-making skills.
• Strong leadership and team management capabilities.
• Familiarity with stage production, lighting, and technical requirements for theatre performances.
• Experience in budget management and contract negotiations.
• Effective communication skills, both written and verbal.
• Ability to work flexible hours, including evenings, weekends, and public holidays.
• Knowledge of health and safety protocols for live theatre performances.

Duration of Contract:
The contract period for the Theatre Arts Coordinator will run from March through September 2025, covering all planning, execution, and post-event reporting phases of the festival.

Key Deliverables & Milestones:

1. Curated Theatre Program (March – April 2025): Finalized list of participating theatre groups, productions, and performances.
2. Performance & Rehearsal Schedules (May 2025): Completed scheduling of all theatre performances, rehearsals, and workshops.
3. Technical & Production Requirements (May – June 2025): Consolidated list of logistical needs for theatre performances.
4. Logistical Coordination (June – July 2025): Confirmation of travel, accommodation, and hospitality arrangements for theatre artists.
5. Festival Readiness (August 2025): All stage, rehearsal, and production requirements set for theatre events.
6. Execution & Monitoring (August 2025): Supervision of live theatre performances and troubleshooting any issues in real-time.
7. Post-Festival Report (September 2025): Detailed assessment of the theatre program’s successes and recommendations for future events.

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.