Artist Admin Manager

JOB PURPOSE

To support the WOMAD Team with administrative duties on the lead up to WOMAD Neston Park covering all artists appearing at the festival on the music stages, world of words, and workshops.

DESIGNATION OF POST AND POSITION WITHIN DEPARTMENTAL STRUCTURE

Artist Admin Manager reporting to Director of Programming

MAIN DUTIES AND RESPONSIBILITIES

1. General Administration

Supporting the WOMAD Artist Team with general administrative duties such as printing, data entry,

outbound calls and fielding inbound calls in relation to artist enquiries.

2. Artist information

• Administrate and update the artist information sheets for Neston Park.

• Be daily point of contact for artists participating in the festival ensuring that any relevant information is forwarded to the team.

• Request and collate artist details including tech, hospitality, travel details and accommodation needs.

3. Artist Administration

• Compose and assist in the issuing of all artist contracts for the festival, ensure they are returned along with invoices.

• Assist with artists obtaining visas (invitation letters, trying to contact Embassies for assistance etc) and FEU tax enquiries and applications.

Accommodation:

1. Book all required hotels for artists, artist team, MCs and WOMAD invited guests when going into hotels or tents.

2. Allocate and confirm accommodation details with artists, crew and guests.

3. Confirm any recharges for accommodation with accounts prior to event and provide artist with necessary invoice from accounts if required.

4. Update info sheets on google drive with accommodation details

5. Ensure that all final invoices have been received for accommodation and are correct prior to payment being made.

General:

1. Arrange food vouchers to be designed and printed

2. Confirm value of food vouchers for 2026 in consultation with Director of Programming.

3. To book the site meet and greet team and buggy drivers in consultation with Director of Programming

4. Confirm work schedules and hours for the site meet and greet team and buggy drivers.

5. To prepare and send a welcome email to the site meet and greet team and buggy drivers outlining job roles and useful information.

6. Provide our partner guest co-ordination prior to and during the event.

7. Provide written debrief and attend final meeting if requested.

At Festival:

1. Arrange onsite meeting for all artist crew on suitable day/time

2. Work with the transport manager throughout the weekend on accommodation and transport to ensure the smooth running of this and to ensure that rest breaks are possible as well as early/late shift on each day of the festival.

3. Provide support during the festival to the artist team office as and when required.

Specific working requirements:

• Working hours must be flexible within the office opening hours of 8.00am to 7.00pm, but some flexibility is required.

• This role will be based at the WOMAD office in Box and the Festival site.

Due to us working on a new site and with a new team, this position is office based as laid out below:

During the lead up and over the festival week the working day will require long hours.

• 3 days a week in April and 3 days a week in May (all office based)

• Full time for June and July in the office

• To work 2 days after event until 7 August, the majority of this can be done remotely, answering general queries that often arise after a festival.

• Some unsocial work hours required and availability to travel and work at the WOMAD Festival, Neston Park and staying on site from 20 July – 27 July.

• Full driving licence required and ability to get to WOMAD Office in Box and Neston Park.

• Computer literate – using word, excel and google drive.

• Language skills a benefit but not essential.

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