Fringe Festival On-Site Coordinator

Volunteer and Artist On-Site Coordinator is responsible for the recruitment, scheduling and supervision of the Philadelphia Fringe Festival volunteers and for ensuring that all productions and performances in the Festival, and special events related to the Festival, have sufficient volunteer support. The coordinator is also responsible for the on-site management and hospitality of artists performing in curated works in the 2024 Fringe Festival; major projects in the months leading up to the Fringe Festival: artist travel, artist accommodation, artist hospitality, and expense tracking. In addition, OC  is a key liaison for internal communications regarding the Programming Department, and will assist in disseminating artist and programming information to other departments.

This role reports to The Programming Manager and The Patron Services and Operations Manager.

Duties and responsibilities of the On-Site Coordinator include: 

• Execute digital mailings to potential and past volunteers
• Utilize Festival volunteer database for the recruitment of volunteers
• Follow up on new potential sources of volunteers
• Enter all new volunteer information into the Festival database upon commitment from volunteers to ensure accurate record keeping
• Oversee the training of new volunteers as needed
• Compile daily report of matters of note, important information and problems and how resolved for specified Festival staff.  
• Ensure that House Manager One-Sheets are kept up to date with accurate volunteer names and contact information
• Maintain and submit all record keeping required of Volunteer Coordinator by Festival during and at the conclusion of the Festival.
• Maintain sufficient contact and communication with volunteers in order to ensure volunteers are in compliance with schedule and duties
• Promptly and efficiently resolve all issues that arise regarding volunteers
• Organize and produce volunteer thank you party post-Festival in coordination with the Box Office Manager
• Update Volunteer Coordinator Standard Operating Procedures as necessary
• With the assistance of Artistic Producer, identify and arrange individual contractual needs including:
  •  International, domestic and local ground transportation
  • Dressing room needs (space plans, supply lists, rider requirements)
  • Daily Schedules
  • Complimentary ticket allotments / fulfillment
• Track and maintain hospitality supplies for the relevant curated works
• Track and process Artist payments and Programming Department expenditures
  • OC is responsible for obtaining any receipts from artists for travel reimbursement and ensuring checks are issued back to the artists in a timely manner
• Represent the Programming Department by welcoming artists to Fringe Festival venues
• Collaborate with semester-based interns in the Programming Department
• Assist in disseminating artistic information to all departments
• Provide administrative assistance to the Artistic Producer as needed including scheduling meetings and arranging travel
• Work collaboratively with the Production, Patron Services,
• Finance/Administration, Marketing, and Development Departments

Dates:  August 1 - September 30, 2024

Hours: Part time (10-20 hours/week or as needed) in August, Full time (40 hours/week or as needed) during the September Festival