Job Description

Job Title: / Festival Development Officer
Organisation: / Cheltenham Festivals
Location: / 109 Bath Road, Cheltenham
Responsible to: / Literature Festival Development Director
Salary: / £23,000 - £25,000 per annum depending on experience
Working Arrangements: / Full time permanent contract
Holiday: / 25 days per annum.
The holiday year is January to December

Background information and key purpose of job

  • The first Cheltenham Music Festival was held in 1945 with Literature following a few years later. Cheltenham Arts Festivals was formed in 1948 as a charity. In 1996 the first Cheltenham Jazz Festival was organised and Science joined the portfolio of festivals in 2002.
  • The company is committed to increasing its financial independence and developing an entrepreneurial culture.
  • The Festivals sell over 200,000 tickets a year and currently raise over £2.8 million per annum in sponsorship and donations. Future sponsorship and fundraising targets will exceed £3.5 million per annum.
  • The organisation is run by a Board of Trustees and each Festival is supported by an advisory Group, the chair of which is a member of the Board of Directors.
  • The post of Festival Development Officer is one of 14 full and part-time posts within the Development Department.

The Role

The Festival Development Officer will account manage a range of sponsor and partner accounts and provide strong administrative supportfor the Festivals. The post holder will report to the Literature Festival Development Director (LFDD) ensuring the professional delivery of the partners’/sponsors’ benefits and administration of the process.

Detailed Job Description

  1. To ensure clarity interms of sponsor requirements, plan how to meet these demands, and opportunities and to assist the LFDD to generate additional income for the Festivals.
  2. To ensure the correct delivery of partners’/sponsors’ benefitsas per their contract.
  3. To administer their benefits before, during and after the Festivals.
  4. To administer and to assist with processes internally, including recording financial transactions, to provide an efficient relationship between the festival and sponsor.

1 Day to Day accountmanagement

  • Tomanage and develop a range of partners and sponsors as defined by the LFDD.
  • To ensure that contact relationships are built and contact is recorded on the relationship management database (Tessitura).
  • To ensure sponsorship fee and any other rechargeable costs are collected at the agreed times, obtaining purchase orders if required prior to invoicing.
  • To manage the day-to-day delivery of the sponsors/donors benefits as agreed with the LFDD.
  • To, as appropriate, attend sponsor meetings and prepare briefing information, agendas and contact reports.
  • To ensure all sponsor/partner hospitality requirements are delivered to an appropriate standard and profitably, liaising with the Events Manager where required.
  • To contribute to the cultivation plans for sponsors.

2 Marketing & Production

  • To liaise with internal departments in the production of the festival brochure, deliver of digital marketing commitments, party invitations etcto ensure supporters are correctly acknowledged.
  • To liaise with the production team on onsite branding and production requirements for sponsors and co-ordinate annual on-site branding requirements of sponsors.
  • To ensure supporters’ logos are gathered in correct format and liaise with the Digital Marketing Manager to ensure sponsors are correctly credited on the CF website and in any e-shots.
  • To work with the LFDD to produce end/impact reports for each sponsor/donor with the view of sponsorship renewal and ensure the mailing of reports.
  • To ensure the Events Manager is fully briefed on the needs of the Festivals with regards to corporate hospitality events, providing support as required ensuring excellent quality events are produced.

3.Festival Event Delivery on-site

  • To attend the Festivalsas agreed with the staff schedule and work with the Development Team to ensure that on-site contractual obligations are met.
  • To assist LFDD with the planning of high-quality sponsorship delivery, including the production of accurate day-sheets and ensure all relevant members of the Festivals team receive copies where necessary.
  • To ensure that branding, promotions and hospitality are all provided to an excellent standard to ensure repeat business.

4.Database updates

  • To ensure, like all other members of the Development Department, that all Tessitura records are up to date and accurate.

5.Reporting and Income Tracking

  • To produce regular income/contract tracking reports in Excel and from Tessitura as agreed with the LFDD and cash flow forecasts as required by Finance.
  • To monitor and record all recharges for Festival sponsors and partners and ensure these are delivered profitably.
  • To ensure that contracts are in place and that all sponsors are invoiced promptly, and this is reflected in Tessitura.

General management

Like everyone else, the Festival Development Officer is expected to take responsibility for their own personal management and development and manage physical resources effectively, including:

  • Responsibility for ensuring personal health and safety by following safe systems of work, and by meeting the requirements of the health and safety policy.
  • Ensuring that the Festivals’ equal opportunities policies are followed and actively practice social inclusion within own area of service.
  • Reading and responding to corporate communications and information which is disseminated.
  • Participating in Cheltenham Festivals’ agreed performance appraisal system.
  • Ensuring that all resources (including IT hardware and software) are used safely, legally and efficiently.
  • Complying with standing orders, financial regulations and all other Festival policies and systems for ensuring financial probity

This job description is not intended to be exhaustive. The post-holder will be expected to adopt a flexible attitude to the duties which may have to be varied (after discussion with the post-holder) subject to the needs of the Charity, and in keeping with the general profile of this post.

Festival Development Officer December 2013 Page 1 of 3