Terms of Reference Carifesta XV (Logistics Coordinator)

Logistics 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 Logistics Coordinator will manage all logistical aspects of CARIFESTA 2025, including transportation, venue setup, equipment management, and support services. The role ensures the seamless coordination of logistics, working closely with the NOC, site managers, and external vendors to ensure all festival activities run smoothly. The successful candidate will have strong organizational skills and experience in logistics management for large-scale events.

Key Responsibilities

1. Event Logistics Management

• Venue Setup & Breakdown: Coordinate the setup and breakdown of festival venues, working with site managers and production teams.
• Transportation Coordination: Manage transportation logistics for artists, staff, volunteers, and equipment.
• Logistical Support Services: Coordinate the delivery of support services such as security, catering, and waste management, ensuring that all needs are met.

2. Equipment & Asset Management

• Inventory Control: Manage the inventory of festival equipment and assets, ensuring all items are tracked, maintained, and deployed as needed.
• Vendor Liaison: Liaise with external vendors to ensure the timely delivery of equipment and services, troubleshooting any issues that arise.

3. Safety & Compliance

• Health & Safety Compliance: Ensure all logistical activities comply with health and safety regulations, working with safety officers and marshals.
• Emergency Preparedness: Develop contingency plans for logistical issues that may arise, ensuring rapid response to emergencies.

4. Reporting & Evaluation

• Logistics Reports: Provide regular updates to the NOC on the status of logistics planning and execution.
• Post-Festival Evaluation: Compile a post-festival logistics report, identifying successes, challenges, and areas for improvement.

Key Deliverable

1. Logistics Plan
   o Description: A comprehensive logistics plan detailing transportation, venue setup, and equipment management.
   o Tangible Output: Approved logistics strategy document with timelines and vendor agreements.

2. Inventory Management Plan
   o Description: A detailed plan for managing festival equipment, including asset tracking and vendor coordination.
   o Tangible Output: Finalized inventory control procedures and equipment deployment schedule.

3. Transportation Schedule
   o Description: A transportation schedule for all festival participants and equipment, including artist shuttles and logistical transport.
   o Tangible Output: Finalized transportation schedule and vendor agreements.

4. Post-Festival Logistics Report
   o Description: A report evaluating the success of logistical operations, including transportation, venue setup, and equipment management.
   o Tangible Output: Finalized logistics report with insights and recommendations for future events.

Qualifications

• Education:
  • Bachelor’s degree in Logistics, Event Management, or a related field.
• Experience:
  • Minimum of 3 years in logistics management for large-scale events or festivals.
  • Proven experience managing vendors, equipment, and transportation logistics.
• Skills:
  • Strong organizational and project management skills.
  • Ability to troubleshoot and resolve logistical challenges quickly.
  • Proficiency with logistics software and tools.

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.