Terms of Reference Carifesta XV (Event Planner)

Event Planner

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 Event Planner will be responsible for the strategic planning, coordination, and execution of assigned events for CARIFESTA XV, ensuring seamless and impactful experiences. The Planner will work closely with stakeholders, artists, vendors, and production teams to bring the festival’s vision to life.

Scope of Work

The Event Planner will:

• Develop, and implement event plans for assigned CARIFESTA XV activities.
• Coordinate logistics, including venue setup, technical requirements, and programming schedules.
• Liaise with artists, performers, and vendors to ensure high-quality production and seamless execution.
• Manage event budgets, ensuring cost-effectiveness and financial accountability.
• Supervise on-site event operations, ensuring adherence to schedules and protocols.
• Incorporate sustainability practices into event execution, aligning with CARIFESTA XV’s green initiatives.
• Provide post-event evaluation

Candidate Qualifications and Competencies

The ideal candidate should have:

• A degree or certification in Event Management, Arts Administration, Hospitality, or a related field.
• Minimum of five (5) years of experience in large-scale event planning and execution.
• Strong project management and multitasking skills.
• Knowledge of Caribbean culture, arts, and festival management.
• Excellent communication and negotiation skills to engage with stakeholders.
• Experience in budgeting, logistics, and vendor coordination.
• Ability to work under pressure and adapt to evolving event requirements.
• Understanding of sustainable event practices. (desirable)

Duration of Contract

• March – September 2025

Key Deliverables and Milestones

• Develop detailed event plans and coordinate logistics.
• Confirm participation of key stakeholders, finalize schedules.
• Attend pre-festival site visits, rehearsals, and stakeholder briefings.
• Execute assigned events and oversee smooth operations.
• Submit post-event reports and recommendations.

Reporting and Supervision

The Event Planner will report to the CARIFESTA XV Event Management Team and collaborate with various festival coordinators.

Application Process:

📅Application Opens: February 10, 2025
📅Application Closes: February 25, 2025

Interested candidates should submit their resume, cover letter, and examples of previous social media campaigns or content portfolios relevant to this role. Applications can be sent to Kim-butcher@ncf.bb