Position Description District Contest Organiser (Contract)
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1 Position Description District Contest Organiser (Contract) Position Purpose The District Contest Organiser s (DCO) role is to provide comprehensive services and leadership at the District and Regional Contest level that will enhance and promote the effective management, operation and promotion of the Chamber Music Contest (CMC), including: 1. Planning and preparation for the District Contest and the Regional Final as directed by the Contest Programme Co-ordinator (CPC) - Submit budget and other documents to the CPC according to the timeline stated in the DCO manual - Providing regular progress reports to CPC - Working with the CPC to ensure that marketing collateral is distributed - Develop good working relationships with students and group contacts - Timely communication with key stakeholders regarding operational aspects of local contest - Ensuring Conditions of Entry are adhered to on a local basis to maintain consistency across District Contests 2. Managing and implementing the District Contest and Regional Final in your region - Implementing and co-ordinating all facets of the District Contest and Regional Final, including overall management of these events and contributing where necessary to the CMC coaching programme - Preparing an annual report following the District and Regional Contests 3. Advocacy for Chamber Music Contest - Represent the best interests of Chamber Music New Zealand at all times - Actively seek opportunities for enhancing the Contest experience for competitors, and identifying local funding opportunities This role is part of the Artistic Team. The Artistic Team is responsible for leading the strategy to ensure artistic excellence and vitality for chamber music in New Zealand.
2 Key Relationships Reports to: Manages: Internal: External: Contest Programme Co-ordinator Contest volunteers Contest Programme Co-ordinator, Branch Chair, CMNZ publicist Stakeholders, students, teachers and coaches, parents, adjudicators, media, general public Authorities Financial: To work within budget Staffing: Volunteers as needed Key Responsibilities Key Result Area 1. District Round and Regional Final Planning Carry out site visit(s) to venue(s), liaise with venue manager(s), negotiate arrangements and review venue contract(s) Book appropriate venue(s) with suitable piano and arrange piano tuning for Contest Provide Contest Programme Co-ordinator with District Contest Budget by date required Seek and confirm sponsorship and prizes for additional District Round awards (ensuring these do not conflict with National sponsors) Achieve operational and timeline predictions as agreed with Contest Programme Co-ordinator Contribute where appropriate to the implementation of the CMC coaching programme 2. Event Management Promote contest to schools, be first point of contact for all enquiries, organisational queries referring to CPC as required Compile all required contest information sheets, session selection and allocation sheets and ensure these are distributed (by post or ) to group contacts in a timely manner Prepare all required lists, folders for adjudicators, notices, entries for additional awards and ensure all contest information is accurate Review and confirm all venue and contest organisational requirements prior to the event
3 Key Result Area Schedule sessions and programme order and communicate these to contestants Compile District Round programme for printing including recall (semi-final/final) sessions Liaise with volunteers who will assist in contest organisation including: branch chair and local committee, local music teachers, school music departments, university of Auckland music school and other possible volunteer bases Invite key stakeholders (e.g. school principals, prize sponsors) to attend contest Arrange local transport if required and meals and refreshments for adjudicators Arrange and roster event team to ensure smooth running of contest including contestant registration, runners, ticket sales, stage management and MC for all sessions of contest Liaise with venue staff throughout contest (venue manager, security, lighting etc) Advise contest results to Wellington office and Contest Programme Co-ordinator in a timely manner Provide completed contest and financial report by end July to Contest Programme Co-ordinator 3. Event Management Regional Final Liaise closely with CPO around the day s session times and programme order Liaise with venue staff prior to and during the Regional Final Arrange for piano tuning before the Regional Final Organise and liaise with volunteers who will be assisting on the day Arrange local transport if required and meals and refreshments for adjudicators Advise Contest results to CPO in a timely manner Provide completed Contest and financial report by end of July to CPO 4. Advocacy Provide feedback for future development of the District Contest Represent CMNZ in an appropriate manner 5. Relationship Management Develop and maintain effective relationships with key
4 Key Result Area external stakeholders and contacts 6. Innovation and change Represent CMNZ interests in dealing with key external stakeholders and contacts Liaise with all paid and voluntary staff to ensure events are professionally managed in each centre Challenge the status quo and constantly look for better ways of doing things Create environment where ideas are generated and Considered Manage change processes, including systems and people Competency Requirements and Person Specification Skills Project management and administrative experience Excellent organisational skills with the ability to multitask Ability to motivate and support voluntary helpers Effective verbal and written communication skills Sound problem solving skills and judgement Knowledge/Experience Sound computer skills Previous event management experience (ie theatrical, dance competitions, music competitions) either as primary organiser or as a core member of a team Experience in interfacing with large professional venues and venue technical staff Experience in managing a budget Ability to think outside the square but also work to a deadline Enthusiasm for education, music and young people Attributes Works effectively in small teams and contributes to a positive team environment Achievement and result oriented Willingly take accountability for own decisions and actions and their results Focused on providing high quality customer service Flexibility, versatility and adaptability to handle a number of issues at the same time High levels of personal integrity and trust Self-managing and motivated to succeed
5 Willingness to be proactive and take the initiative Persistence and resilience to see the job through Challenges the status quo, accepts debate and alternative perspectives Other In order to meet the changing needs of CMNZ this position description may require change from time to time. Any changes will be agreed and may be initiated by the CEO. January 2016
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