Production Manager – Music, Minds, Food Vivid Sydney 2027, 2028, 2029

⁠⁠⁠Overview

Destination NSW is seeking the services of a Contractor to undertake the role of Production Manager – Music, Minds, Food for Vivid Sydney 2027, 2028 and 2029.

The Role

Destination NSW seeks the services of a Contractor to undertake the role of Production Manager – Music, Minds, Food for Vivid Sydney 2027 and 2028.

• Reports to: Head of Cultural Engagement and Commercial Operations (or equivalent)
• Positions reporting to this role: Event suppliers and contractors as required

Key Responsibilities

Key responsibilities include but are not limited to:

• Strategic planning and project management
• Production and operational management
• Stakeholder management
• Budgeting, financial and contracts management, procurement and resourcing of the Vivid Food, Music & Minds operational and production suppliers, and contractors, in collaboration with the respective Producer
• Contribution to Vivid Sydney initiatives including but not limited to Access & Inclusion and Sustainability programs

Key Services

• In consultation with the Producers and Curators, manage the preparation, monitoring and management of operational and production line items of pre-approved and finite Vivid Food, Music & Minds budgets, including scoping, forecasting, financial reporting and reconciliation
• In collaboration with the Producers, manage the collection, maintenance and updating of all production documentation including but not limited to equipment lists, technical drawings/specifications, engineering assessments, event plans, targeted risk assessment templates and other WH&S documentation required to assess each event
• Collaborate with the Producers in the development and implementation of Vivid Food, Music & Minds project plans including key milestones and project timelines
• Assist in the creation and management of relevant event CAD drawings and floorplans
• Scope and manage all operational production and technical requirements across the program, including liaising with and contracting with relevant suppliers in the provision of audio, lighting and vision equipment
• Undertake the procurement, contract preparation and management of all confirmed Vivid Food, Music & Minds operational and production suppliers, including insurances and risk documentation, ensuring all procurement is conducted in line with relevant NSW Government Procurement Guidelines
• Assist the Operations Team by working with the Producers in the preparation, maintenance of, and compliance with, all relevant and necessary precinct, venue or landowner consent documentation, development applications, compliance approvals, licenses and permits, including attendance as required at NSW Government agency or other working groups or planning meetings
• Develop and implement Event Management Plans for Vivid Food, Music & Minds events including, but not limited to, venue inductions, site and event bump-in and out, festival operations staffing and volunteers, unaccompanied cargo, ground transport, risk analysis and management, pre-event briefings and debriefs, contractor management, WH&S, permits, licenses and insurances
• Scope, manage and deliver all operational and production elements required for the preparation, installation, operation and removal of Vivid Food, Music & Minds events
• Prepare, complete and retain schedules, reports, maps, site plans, event safety plans, risk assessments, safe work method statements, public area checklists and incident reports, manuals and any other event related documentation as required for Vivid Food, Music & Minds events
• In consultation with the Vivid Sydney Operations Manager, identify and determine event equipment, site and logistics infrastructure required for the Vivid Food, Music & Minds events
• Liaise with the Vivid Sydney Operations Manager to ensure all Vivid Food, Music & Minds documentation is prepared for the timely integration into overarching plans, including Traffic, Transport and Pedestrian Management; Event Security, Emergency and Crowd Management; Event Medical, Water Safety and Site Operations, Infrastructure and Logistics
• Manage the safe and compliant on-site installation, operational activity and removal of site infrastructure and design overlay in accordance with site plans, bump-in/out schedules, and administrative parameters
• Coordinate and supervise Operations and Production event staff, contractor, supplier, and vendor activity according to schedule and site safety arrangements
• Work collaboratively with the Vivid Sydney team and relevant Destination NSW cross-functional teams to scope, manage and deliver all operational and production elements required for Vivid Sydney projects such as Program Launch and First Light (Opening Night) Function
• Contribute to the effective documentation and planning of program activity to ensure accuracy of communications and notifications to relevant stakeholders regarding the event
• Attendance onsite at the Vivid Sydney precinct(s) as required throughout the bump in, event period and bump out, ensuring the effective management and oversight of appointed contractors, including working on site with contractors to oversee the successful delivery of contracted goods and services within set budgets and timeframes
• Contribute to and perform integral tasks relating to the C4 Event structure (Command, Control, Coordination and Communication), including but not limited to attendance in the Event Control Centre (ECC) during bump in, event and bump out periods if required, responding to, logging, actioning and resolving issues as they arise, and managing infrastructure requirements and implementing changes on site under tight deadlines
• Contribute to Vivid Sydney Access & Inclusion initiatives by identifying access and inclusion requirements or initiatives for Vivid Minds, Music and Food events
• Maintain all event specific documentation and critical documents using appropriate document templates and document register system
• Manage the facilitation, collection, collation and/or presentation of all post event reports from relevant contractors and stakeholders

Enquiries

• Primary contact: Bill Harris
• Email: Bill.Harris@dnsw.com.au
• Phone: 02 9931 1111