Terms of Reference Carifesta XV (Sponsorship Coordinator)

Sponsorship 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 Sponsorship Coordinator will manage all aspects of sponsorship acquisition, activation, and relationship management for CARIFESTA 2025. The role includes identifying potential sponsors, negotiating sponsorship agreements, and ensuring sponsors receive appropriate recognition and activation opportunities during the festival. The successful candidate will work closely with marketing, communications, and production teams to integrate sponsor needs into the overall festival experience.

Key Responsibilities

1. Sponsorship Acquisition

• Sponsor Research & Outreach: Identify potential corporate and community sponsors aligned with CARIFESTA’s goals and objectives.
• Sponsorship Proposals: Develop tailored sponsorship proposals and packages, presenting creative opportunities for brand integration and engagement.
• Negotiation & Agreements: Lead negotiations with sponsors to secure financial or in-kind contributions, ensuring mutually beneficial agreements.

2. Sponsorship Activation & Deliverables

• Sponsor Activation Plans: Develop and oversee the execution of sponsor activations, ensuring all sponsor commitments (branding, event access, product placement) are fulfilled.
• Event Integration: Work closely with the marketing and production teams to ensure sponsor activations are seamlessly integrated into the festival’s program.
• Branding & Visibility: Coordinate with the Branding and Signage teams to ensure sponsor logos and messaging are appropriately displayed at all festival venues and events.

3. Relationship Management

• Stakeholder Engagement: Serve as the primary point of contact for all sponsors, ensuring regular communication and addressing any concerns.
• Sponsor Experience: Ensure sponsors have a positive experience throughout their involvement, from initial contact to post-event reporting.

4. Reporting & Evaluation

• Post-Festival Reporting: Provide sponsors with detailed reports on their activation, including audience engagement and ROI analysis.
• Evaluation of Sponsorships: Evaluate the success of sponsorships and activations, providing recommendations for future partnerships.

Key Deliverables      

1. Sponsorship Prospectus
   o Description: A comprehensive document outlining sponsorship packages and opportunities for CARIFESTA 2025.
   o Tangible Output: Finalized prospectus distributed to potential sponsors.
2. Sponsorship Agreements
   o Description: Formal agreements with sponsors detailing financial and in-kind contributions, as well as benefits and deliverables.
   o Tangible Output: Signed contracts with all sponsors.
3. Sponsor Activation Plan
   o Description: A detailed plan outlining how each sponsor’s activation will be executed during the festival.
   o Tangible Output: Sponsor activation schedules, branding plans, and event integration details.
4. Post-Festival Sponsorship Report
   o Description: A report evaluating the success of sponsorship activations, including metrics on audience engagement and sponsor ROI.
   o Tangible Output: Comprehensive report provided to sponsors, highlighting key results and festival impact.

Qualifications

• Education:
  • Bachelor’s degree in Business, Marketing, or a related field.
• Experience:
  • Minimum of 3 years in sponsorship or partnership management, preferably within events or cultural festivals.
  • Proven track record of securing sponsorships and delivering sponsor activations.
• Skills:
  • Strong negotiation and relationship management skills.
  • Excellent communication and organizational abilities.
  • Proficiency with CRM tools and sponsorship management software.

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.