Licensing Operations and Compliance Coordinator

Licensing Operations and Compliance Coordinator

Join to apply for the Licensing Operations and Compliance Coordinator role at Festival Republic.Overview

Company:

Festival RepublicLocation:

Farringdon, London and considerable time onsite during the summer festival season (around 4 weeks per show)Reports to:

Event ManagerContract Type:

12 Months Fixed Term ContractWorking Hours:

Monday to Friday 10am – 6pm with extra weekend working throughout the festival season as required. Work onsite required throughout the summer. Onsite hours are 8am – 8pm.

Role Description

The Licensing Co-ordinator (also referred to as Operations Coordinator/Licensing Compliance) is a key part of the planning team for their events. The main aim of the role is to be involved with the operational planning of the event, ensure compliance with the licence and Event Management Plan and ensure strong agency liaison for Latitude Festival, whilst also being involved with other Festival Republic shows throughout the summer.

Who You Are

You may have previous experience in the following roles: event coordination; project administration or management; local authority licensing department; licence compliance; health and safety.

Essential Competencies / Skills / Knowledge / ExperienceExceptional organisational and administrative skills

Detailed work

Joined up thinking

Ability to prioritise and meet deadlines

Working under pressure / in a pressurized environment

DesirableDemonstrable experience and knowledge of events

Experience working with the local authority and agencies

Excellent IT skills

BehavioursExcellent communication skills

Exceptional attention to detail and accuracy

Exceptional organisational and administrative skills with the ability to prioritise

Level-headedness

Joined up thinking and analytical skills

Proactive approach to problem solving

What The Role IncludesAssisting the Event Manager as delegated to achieve the planning of the event in relation to welfare, campsite stewards, arena stewards, key staff, traffic / parking team, road signage, information team, lost property / left luggage / confiscations (if required), lost children team, water safety team, noise consultants, noise at work team, alcohol compliance team (if required), gas safety inspectors, structural engineers, pyro consultant (if required), CCTV (in conjunction with Production), food safety / EHO teams, mystery shoppers and misc welfare teams and negotiating and ordering the onsite requirements for all of the above

Assisting the Event Manager as delegated to achieve the final details of the planning of the event in relation to security, security co-ordinators, eviction team, medical team, fire team. These deals will be done in the first instance by the Head of Health and Safety and Security.

Writing and updating the Event Management Plan and associated appendices along with other key submitted documents in conjunction with the Event Manager

The compliance of the event with all licensing and legal obligations as well as all other commitments made in the Event Management Plan and associated appendices along with other key submitted documents, action points from agency meetings etc

Strong liaison with statutory and non-statutory local agencies (e.g. police, fire, ambulance service, landowner, environmental health, licensing, building control, emergency planning, planning and Highways Agency where required) in conjunction with the Event Manager to include attendance at Safety Advisory Group meetings and individual meetings with agencies as required and regular updates by email / phone

The implementation of policies in conjunction with the Event Manager and the rest of the team

Keeping abreast of licensing developments and other relevant legislation and guidance and implementing as required

Ensuring contractor and staff compliance with licensing conditions, policies and other commitments made by making their compliance part of the condition of contract with them and by then monitoring, auditing and managing throughout

Regular liaison with and progress reports to the Event Manager

Applying for traffic regulation orders, footpath closures and other orders as required

Organising and taking minutes for meetings as required, or delegating as required to the Production and Licensing Assistant

Following up on all action points from debriefs, agency meetings, internal meetings and so on

Ensuring compliance with disability legislation and liaising with disabled access co-ordinator (or equivalent) to ensure all briefings / infrastructure organised

Collating and booking the requirements for all licensing contractors and services

Traffic and transport planning and implementation will normally be covered by an external company or Traffic Coordinator but some tasks may need to fall to the Event Manager and therefore the Licensing Co-ordinator particularly in relation to onsite traffic, parking etc

Negotiating and agreeing best prices for each contract using agreed rates under group buying deals where applicable, raising purchase orders and liaising with accounts over payment schedules. Keeping track of whether all purchase orders have come back signed

Sending out confirmation letters, purchase orders and relevant Health and Safety paperwork and ensuring that any additional documentation required as a condition of contract is included

Organising CRB / PNC checks if required

Ensuring all bar / trader / sponsor concessions onsite are run according to the DPS contract and relevant legislation / terms of trading

In conjunction with the Event Manager, liaison with local residents via the Parish Councils and direct in the case of neighbours, to include the administration of reduced price residents’ tickets

In conjunction with the Event Manager, PPL licence application and gathering of PRS information if required

In conjunction with the Event Manager, submitting films to the local authority for classification as required and ensuring compliance

The recruitment of licensing office staff as required and management of team on site

Assisting with budget preparation and updating on an on-going basis as delegated

Preparing and updating contact list and production schedule throughout and feeding into main version held by Production Co-ordinator

Maintaining up to date guest ticket database

Investigating and managing complaints post festival

Collecting and collating all debriefs post festival

Preparation of a debrief report on improvements for the following year

Organising planning meeting with Melvin Benn to consider key points from all debriefs for following year

Achieving tasks, targets and deadlines outlined as part of the event timeline

Ad hoc tasks as required

Extra Responsibilities During The Event OnsiteManaging the Latitude Festival Licensing Office

Liaison with all contractors and organisations on behalf of Latitude Festival

Organisation of Table Top Exercise

Chairing onsite SAG/agency meetings

Live dealing with Complaints / Feedback if relevant

On Site Audit

Ad hoc tasks as required

Equal Opportunities

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and homelife. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. It’s talent that matters to us and we encourage applications from people irrespective of their gender, race, sexual orientation, religion, age, disability status or caring responsibilities.

The Company

Festival Republic is part of Live Nation Entertainment which is the world’s leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media and Artist Nation Management.

APPLICATION DEADLINE:

15TH SEPTEMBER 2025. We reserve the right to close applications at any ..... full job details .....