Youth Event Organiser

BACKGROUND & OVERVIEW

 Word Up! has been running as part of the Going West Festival for 5 years. It is organised and delivered by Corban Estate Arts Centre (CEAC).  Its aim is to involve young people, particularly from West Auckland, in writing and performing their own material.  It also aims to attract other young people as audience members. 

The event is open to poets, singers, rappers, writers, songwriters, comedians, playwrights, dancers etc. Prizes and giveaways are offered to outstanding performers in various categories.  The 2010 event will be held at The Projectspace, Corban Estate Arts Centre, Henderson.  The event is supported with funding from the ASB Community Trust, the Going West Books and Writers Festival and the Waitakere City Council.

CEAC is also offering weekend youth workshops in August 2010 to assist young people to prepare for this event.

KEY RESPONSIBILITIES:

• Work with CEAC staff to develop a Project Plan with key milestones.
• Organise promotion of the event in schools: at assemblies with classes etc.  The MC may be engaged to assist with this, or a senior student within a school may assist.
• Organise promotion of event with youth groups and organisations; meeting them or their coordinators face to face etc.
• Source, brief and manage the MC for the event (including preparation of MC if visiting schools to promote the event)

• Organise sponsorship (prizes) from local businesses, as agreed in accordance with Project Plan
• Organise liaison with schools, brief in house student spokespeople OR visiting Word Up MC (accompanying MC as required) including distribution of fliers & posters to promote the lead-up workshops and the event.
• Liaise with schools and students to source and book performers for the event. 
• Liaise with CEAC Admin staff to receive bookings by performers. 
• Liaise with CEAC Director re engaging judges panel.
• Organise the performance event, including liaison with key people involved with evening as per Project Plan e.g CEAC Management, Sound and Lighting, catering, and WCC contacts (e.g. Youth Council).
• Arrange stage set-up, and front-of-house set up.
• Liaise with CEAC to organise door sales/ticketing procedure and staffing
• Administration – maintain records of liaison with  performers, correspondence, etc as per project plan
• Assist in promoting the event  - in cooperation with CEAC Marketing Manager, including flier distribution via youth networks, liaison with media as required
• Schedule meetings with CEAC Director (or his alternate) - weekly for initial planning period, fortnightly up to event and for de-briefing after the event.
• Document the event:- arrange for photographs to record the event, prepare a brief written report that identifies what was successful, issues, ideas for improvements, attendance numbers, and recommendations for the event in the future. Information in this report is forwarded to CEAC’s Trust Board and organisations that have funded the event.                                                                                         

KEY RELATIONSHIPS:

• Reports to Director, CEAC
• Works with CEAC staff team including:
  • Liaise with CEAC Public Programmes Coordinator
  • Liaise with CEAC Marketing Manager
  • Liaise with CEAC reception staff re registrations
  • Liaise with CEAC Youth Programmes Coordinator
  • Liaise with Going West Books & Writers Festival Coordinator
  • Liaise with community organisations (youth) and high schools (Waitakere City)
  • Liaise with Youth Council (Waitakere City)

 CRITICAL SUCCESS FACTORS:

• Timelines in the planning process are achieved or renegotiated if required.
• Good liaison is maintained with CEAC’s Director and key CEAC staff involved.
• Planning is followed through and the event is well organised.
• There is a full programme consisting of a range of performers to fill the 2-3 hour event, well organised for smooth continuity.
• The MC is well managed so that he/she successfully maintains energy in the event, introduces and thanks performers etc
• Students from many local high schools are aware of the event and become motivated to be involved.
• The students have a positive experience and come away inspired.
• The event is well publicized, including at least one article and photograph in a local paper, e.g. Western Leader.
• 2-3 Sponsors are secured and acknowledged.
• The process and event is well documented.