Festival Site Manager

Job Summary: 

JAZZ HOUSE KiDS seeks an energetic and experienced Music Festival Site Manager to contribute to the planning and execution of events associated with and leading up to the 2024 MONTCLAIR JAZZ FESTIVAL at this highly regarded, award-winning community arts organization. The MONTCLAIR JAZZ FESTIVAL encompasses a Soundcheck Series of two (2) concerts per month, a Emerging Artist Showcase in August and culminates with a Downtown Jamboree of music and festivities in September.

Reporting to the leadership of the festival, including the Associate Director of Event Operations and the Festival Producer, the site manager will help ensure that the MONTCLAIR JAZZ FESTIVAL is produced at a high level of quality satisfying the requirements of all stakeholders. The successful candidate will have the satisfaction of bringing the community together and advancing the mission of a growing, highly visible music education and performance organization. Through these efforts, the organization will be able to continue to develop the next generation of music makers, community leaders and global citizens. This is an excellent position for a dynamic, organized, person who enjoys working in a fast-paced environment.

Principal Duties:

Work with the leadership of the festival to plan and execute key logistical aspects of the MONTCLAIR JAZZ FESTIVAL. Responsibilities include, but are not limited to the following:

Project Management and Oversight

• Maximize available resources, including time, staff, volunteers, equipment, and finances
• Create and manage, protocols, production documents, milestone timelines
• Oversee preparation, execution, and follow-up of stage load-in and load-out for all events
• Liaison with all production related third-party vendor contracts and schedules including overseeing the creation of stage production schedules and scripts 
• Provide on-site leadership and direction for production days
• Supervise a staff of team members relating to stage production
• Properly memorialize and file all protocols, records, and documents

Festival Site Logistics:

• Major areas of responsibility (planning, contracting, execution, and follow-up) include: alcohol sales, rentals, parking, permits + licenses, security + safety, signage, and site plans.
• Coordinate with lead MONTCLAIR JAZZ FESTIVAL team members and partners to create the festival site layout including placement of all principal elements, vendors, and production components
• Asses site security needs and engage appropriate contractors and vendors
• Collaborate on security, emergency, and weather policies and protocols for staff and attendees
• Create a plan for rentals with sponsors and key constituents
• Manage and track supply lists and coordinate the packing and return of all JAZZ HOUSE KiDS materials
• Direct site load-in with all third-party contractors and JAZZ HOUSE KiDS staff and volunteers

Post-Festival Responsibilities:

• Conduct post-event walk-throughs and inspections on the day after every concert or event to ensure the site is restored to its original state and all equipment and signage is returned to JAZZ HOUSE and all vendors
• Oversee rental returns on site, inventory count, and storage of equipment and supplies in proper place
• Participate in post-festival debrief meetings
• Develop a comprehensive post-event report following the festival

Time Commitment (IMPORTANT)

• This exciting opportunity is a seasonal employment position, and we seek to hire as soon as the right candidate is identified.
• May + June: The position will be 30 hours per week in May + June 
• July-September: 40 hours per week in July, August, and September
• Events: Additional hours needed to work MJF event (these hours are above and beyond the scheduled weekly hours) 
• The job duties expand beyond scheduled hours in the days prior to each concert and in the two weeks prior to the September Downtown Jamboree (flexibility to work long hours/late nights).
• Must be available for event load-in/duration of event/load-out for each day outlined below with the ability and willingness to work outdoors in unpredictable weather conditions.
• The Site Manager’s presence and supervision is mandatory for site inspections and any clean-up or equipment pick-up on the day after each concert or event.
• The position involves some weekend and evening work related to the MONTCLAIR JAZZ FESTIVAL.

In addition to regular office hours, attendance is mandatory at all special events comprising the 2024 MONTCLAIR JAZZ FESTIVAL

• Soundcheck Series
• Thursdays June 6 + 20, July 11 + 25, 6pm-9pm 
• Emerging Artist Showcase
• Saturday, August 17, 12pm-10pm
• Downtown Jamboree
• Saturday, September 14, 12pm-10pm

• All festival staff may be asked to provide support at other summer programming events as needed.
• May be asked to attend additional related events such as volunteer training sessions.

This position cannot support vacations or time off due to the compressed time period of the position and the magnitude of the event, no exceptions please.

Qualifications:

• Minimum of five (5) years of large-scale event production experience, preferably at an arts organization
• Experience managing and/or organizing artists, staff, volunteers, and vendors in both an administrative, pre-production and on-site capacity, ideally in a music/arts organization, festival, or large venue
• Excellent administration, negotiation and people management skills
• Experience planning the operations aspects of large music festivals, film festival or other festival strongly preferred
• Experience building and managing a team of seasonal staff, with strategic oversight of logistics
• Experience managing expenses and budgets for a large-scale festival or event
• Exceptional time management and organizational skills
• Flexibility and an ability to manage unexpected changes 
• Experience using project management software and planning tools
• Excellent computer skills and proficiency with Google Suite (sheets, docs, + slides)
• Excellent team player with a “can-do” attitude, 
• Able to work both collaboratively as well as independently with little direction, and communicate with individuals at all levels of an organization
• Able to update or create new protocols, processes, and procedures as needed
• Excellent creative thinking and problem-solving skills
• A valid driver’s license is required; owning your own vehicle and ability to drive a box truck (up to 24 ft) a plus.
• Ability to manage competing priorities effectively
• Ability to lift 50lbs
• Able to endure long periods of time standing or moving frequently
• Flexibility to accommodate an expanded work schedule in the weeks leading up to the MONTCLAIR JAZZ FESTIVAL is a must

Equal Opportunity Employment Statement:

JAZZ HOUSE KiDS is proud to be an equal opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. If you need assistance or an accommodation due to a disability, please let us know.

About JAZZ HOUSE KiDS: 

For twenty one years, JAZZ HOUSE KiDS has been an instrument for change, transforming lives using the power and the uniquely American art form of jazz, through world-class education and performances that create avenues of access, learning, career development and community building. We use jazz and the joy of music, advanced by master practitioners, as a gateway to student achievement.

The JAZZ HOUSE and students have received more than 135 awards and honors for excellence in jazz and jazz education. Every day of the week through a series of in-school and out-of-school programs in New Jersey and New York City, the JAZZ HOUSE helps young people gain an artistic edge. We use jazz and the joy of music, advanced by master musicians, as a gateway to student achievement. Our award-winning organization has documented outcomes including boosted social and emotional learning, improved academic outcomes, acquisition of life skills, and increased civic engagement. Alumni are among the most talented young jazz musicians and young professionals in the nation. Every day we keep our promise to build community leaders and develop global citizens through America’s original art form of jazz. 

The JAZZ HOUSE produces more than 150 free, annual concerts for nearly 250,000 fans in-person and online. The MONTCLAIR JAZZ FESTIVAL, our signature cultural program is the region’s largest jazz festival reaching 25,000 fans. Our Artistic Director is 8 x GRAMMY winner Christian McBride and the Artistic Director of the Newport Jazz Festival. Our VP of Jazz Education and Associate Producer is Ted Chubb. In addition, we are recognized as a curator of elite one-of-a-kind client activation experiences with top award-winning artists and celebrated young talent.

JAZZ HOUSE KiDS