Terms of Reference Carifesta XV (Catering Coordinator)

Catering 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.

ROLE AND RESPONSIBILITIES
The Catering Manager will be responsible for ensuring the efficient and high-quality provision of food and beverage services throughout CARIFESTA XV. Key responsibilities include:

Planning & Coordination

• Develop and implement the CARIFESTA XV Catering Programme, ensuring alignment with festival needs.
• Conduct a catering needs assessment to determine meal requirements for various groups (performers, staff, volunteers, VIPs, media, etc.).
• Identify and engage qualified catering service providers, ensuring compliance with food safety and quality standards.
• Work with the Logistics Coordinator to develop catering site plans for designated food service areas at festival venues.

Procurement & Vendor Management

• Oversee the procurement process for catering services, including issuing requests for proposals and evaluating vendor applications.
• Ensure that catering providers adhere to all health, safety, and sanitation regulations.
• Establish and enforce contractual agreements with selected caterers, including pricing, menu options, and service level expectations.
• Work with festival sponsors to ensure brand exclusivity where applicable (e.g., official beverage partners).

Operations & Delivery

• Develop a catering schedule aligned with festival programming to ensure timely meal distribution.
• Oversee the allocation of food and beverage to different festival zones, including:
  • Staff catering
  • Volunteer catering
  • Performer meals
  • VIP hospitality catering
  • Concessionaire operations
• Ensure proper setup of water stations at key locations, including backstage areas and volunteer hubs.
• Coordinate with logistics teams for the distribution of food vouchers where applicable.

Sustainability & Waste Management

• Implement eco-friendly catering solutions, including compostable packaging and reusable serving ware where possible.
• Collaborate with waste management teams to ensure proper disposal and recycling at catering sites.
• Encourage caterers to source ingredients locally, supporting Barbadian farmers and suppliers.

Quality Control & Compliance

• Conduct regular inspections of catering facilities and festival food service areas.
• Ensure adherence to all public health regulations, including the possession of valid food handling certifications by vendors.
• Develop and enforce a contingency plan for catering disruptions (e.g., food shortages, equipment failure, vendor delays).

Stakeholder Engagement & Reporting

• Work closely with the Festival Director, Logistics Coordinator, and Health & Safety teams to ensure seamless service delivery.
• Liaise with government agencies, including health and safety authorities, for necessary approvals and inspections.
• Provide post-festival reports, detailing catering performance, challenges encountered, and recommendations for future events.

QUALIFICATIONS & EXPERIENCE

• Minimum of 5 years’ experience in catering management, hospitality, or large-scale event food service coordination.
• Proven experience in procurement, vendor management, and budget oversight.
• Knowledge of food safety regulations and health codes in Barbados.
• Strong leadership and organizational skills, with the ability to manage multiple vendors and teams.
• Experience in sustainable catering practices is an asset.

DELIVERABLES

• Develop Catering Plan & Budget
• Identify & Shortlist Vendors
• Vendor Contracts Finalized
• Pre-Festival Vendor Training
• Festival Catering Execution
• Post-Festival Reporting

REPORTING & ACCOUNTABILITY

The Catering Manager will report directly to the Festival Director and work in close collaboration with:

• Logistics Coordinator
• Health & Safety Officers
• Vendor Relations Team
• Festival Sponsorship & Hospitality Team

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.