Job Posting: Gateway Open Studios Tour Coordinator

Open Studios Tour 2014
Open Studios Tour 2014

POSITION TITLE: COORDINATOR, OPEN STUDIOS TOUR

Term: 16 weeks, March 2, 2015 to June 19, 2015
Hours/Schedule: Part-time, approx. 20 hours/week
Contract Terms: $8000 total. Paid $25/hr on bi-weekly schedule.
Announcement Date: February 19, 2015
Review Begins: Immediately
Submit cover letter, resume, and contact information for two references to: execdirector@gatewaycdc.org

Open Studios Tour 2014
Open Studios Tour 2014

Position Summary

The OST coordinator plans and implements the 11th annual Gateway Open Studios Tour on May 9, 2015. Duties include communicating with participating artists and organizations to increase participation; partnering with artists to attract multiple audiences to the event; directly promoting the tour among curators and collectors; managing event logistics and staffing; collecting evaluation feedback and producing financial and programmatic reports.

Open Studios Tour 2014
Open Studios Tour 2014

Reporting Relationships

This position reports directly to the GCDC Director, works with Communications Consultant, and indirectly accountable to the GCDC Board of Directors. The coordinator is expected to directly interact with approximately 200 individual artists, 7-10 arts organizations, approximately 75 special guests, 30 events volunteers, and about a dozen GCDC board and staff.

Essential Functions

  1. 20% Communicate with artists and organizations increase participation. Actively solicit OST participation from 100+ artists and arts organizations throughout the Gateway Arts District; ensure that studio information is accurately displayed on the website and in publications; provide event materials for all participating artists to pick up; and create an online survey to report sales, attendance, feedback, and suggestions.
  2. 20% Partner with artists to attract multiple audiences to the event. Update OST website and produce weekly original social media posts targeted for the event. Work with Communications teams to produce maps, schedules, descriptions and calendar events that can be easily and broadly shared online by participating artists. Encourage artists to create their own profiles, materials, and communications about the event. Achieve total prospective attendance of 800+ as tracked by multiple online event RSVPs.
  3. 10% Directly promote the tour among curators and collectors. Develop a list of 100 curators, gallerists, and collectors to receive invitations to morning studio previews. Invite, follow-up, confirm and schedule meetings for 25+ studio visits. Prepare welcome materials for special guests.
  4. 40% Manage event logistics and staffing. Secure the use of multiple facilities. Coordinate multiple parking sites. Plan and implement a welcome center in three municipalities. Produce morning preview event and post-event reception. Recruit, train and supervise 30 event volunteers (welcome centers, parking, social media, studio sitters). Communicate with city management, public works, and police in each municipality about the impact (if any) of event in their area.
  5. 10% Collect evaluation feedback and produce financial and programmatic reports. Produce brief weekly project/budget updates to supervisor by email and a full status report to the GCDC board on March 27, 2015. Submit all contracts, invoices, and receipts within 5 days of execution. Produce final budget and attendance reports by May 22, 2015. Collect and report survey data from attendees, participating artists and organizations, special guests, venue management, municipal partners, and GCDC staff and board by June 5, 2015.

Minimum Qualifications

Required:

  • Three years experience in project, event or communications management
  • Strong verbal, written, and interpersonal skills
  • Competency in WordPress, Facebook, Twitter, Instagram, and other social media
  • Competency in Microsoft Office, including Word, Excel, and Powerpoint
  • Bachelor’s Degree or equivalent required

Preferred:

  • Experience managing multi-site events
  • Existing relationships with prospective artists, special guests, and attendees
  • Graduate degree in arts management or related field.

Submit cover letter, resume, and contact information for two references to: execdirector@gatewaycdc.org

 

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