Secret Solstice 2018 MSS (Management Support Staff) Roles and Application Forms

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MSS Information

We’re looking for a team of hardworking and dedicated people to come in to support the festival delivery team. This is a work placement volunteer position that is suitable for somebody looking for work experience and to gain and learn valuable event delivery skill sets from an experienced event delivery team. This position is for hardworking individuals with good communication skills and administrative skills. Candidates applying for these positions need to submit their CV’s or give valuable information that will help us assess if you are the right person for the job.

You will receive a Production Festival Wristband. At the end of your placement you will be assessed by your work placement manager and given a written reference that you will be able to accompany your CV as a valuable experience reference.

Terms and conditions

  • MSS’s do not have to pay for the Volunteer Deposit Ticket
  • You have to be over 18 years old
  • It’s preferable that you’re an Icelandic resident unless you’re willing to accommodate yourself during your placement (PLEASE NOTE: Free camping will be available for MSS from the 20th – 24th of June 2018)
  •  It’s preferable that you have a valid drivers license
  • Minimum work placement is every day from the 18th of June until the 28th of June 2018
    (PLEASE NOTE: In some roles remote preparation work is required)
  • You will need to submit your CV and you will be contacted to attend a placement interview no later then the 12th of June 2018 either in person or via Skype
  • Successful applicants will be appointed no later then on the 13th of June 2017

Available MSS Roles

Accreditation Management

Secret Solstice Accreditation Management has positions for applicants looking to expand their knowledge of Accreditation management and practical Accreditation procedures. You’ll be working directly with our Accreditation and Operations Manager at a hands-on role in organisation and practical Accreditation operations.

Tasks include:

Pre-Festival:

  • Briefing with the Operations and Accreditations managers.
  • Training on the accreditation software
  • Setting up the accreditation offices

On-site:

  • Working with the accreditation manager to oversee the main gate and staff accreditation
  • Auditing wristband stock
  • Managing wristband transfers to departments
  • Managing accreditation staff on main gate
  • Coordinating the production and installation of pass sheets across the site
  • Liaising with ticketing companies
  • Office management

Post-Festival:

  • Auditing of wristband stock
  • Office pack down

Preferred experience and skills:

  • Management of staff
  • Computer literate
  • Good people skills
  • Good written and spoken English
  • Ability to work independently

Please note:

  • You will be provided with a detailed information package about the festival site and your responsibilities in advance to the festival
  • If you have a laptop please bring it with you

Artist Liaison Management

Secret Solstice Artist Liaison Management has positions for applicants looking to expand their knowledge artist hospitality, staff management and festival logistics. These roles will include pre-festival preparation work as well as on-site work at our production office and on festival grounds. You’ll be working directly with our Artist Liaison Manager.

Tasks include:

Pre Festival:

  • Preparing Artist Liaison operations during the festival.
  • Organising shifts and tasks for Artist Liaison volunteers.
  • Preparing artist accreditation credentials.
  • Setting up artist backstage areas, artist bars and artist lounges.

On-site:

  • Managing artist backstage areas, artist bars and artist lounges.
  • Handing out artist credentials.
  • Managing Artist Liaison volunteers.

Post-festival:

  • Assisting with de-rigging artist backstage areas, artist bars and artist lounges.

Preferred experience and skills:

  • Good people skills.
  • Management of staff.
  • Ability to work independently.
  • Ability to work professionally.

Concessions/Vendors Management

Secret Solstice Concessions/Vendor Management has positions for applicants looking to expand their knowledge of on-site festival operations, managing concessions and vendors booths and liaising with festival sales partners regarding their on-site operations. These roles will include pre-festival preparation work as well as on-site work at our production office and on festival grounds. You’ll be working directly with our Concessions/Vendors Manager.

Tasks include:

Pre-Festival:

  • Liaising with contracted vendor/concessions companies about their pre-festival operations. Includes assessing, implementing and allocating contracted resources according to the respective companies needs.
  • Arranging and allocating vendor/concessions companies lot allocations in line with the festival site-plan and their respective contracts
  • Taking on general problems and complications that can arise in pre-production.

On-site:

  • Marking out pre selected spots for contracted vendor/concession companies on-site.
  • General communication between contracted vendor/concession companies and Concessions and Vendors Management.
  • Making sure that contracted vendor and concession companies on-site are complying with Health and Safety protocols.
  • Restocking vendors/concessions booths on-site with refreshment (mainly soft drinks and water.

Preferred experience and skills:

  • Experience with Marcato festival management software
  • Experience with Excel and Google spreadsheets
  • Good people skills
  • Good written and spoken English
  • Ability to work independently
  • Problem solving skills
  • Previous retail experience
  • Previous experience with managing vendor/concessions operations
  • A valid drivers licence
  • Previous experience in the use of tools (screwdrivers, hammers, drills etc.)

Directors Assistants Management MSS Positions:

Secret Solstice Directors have positions for applicants looking to expand their knowledge of practical festival production, day-to-day festival operations and to gain insights into festival directing. You’ll be working side-by-side with our festival directors. These roles will include work at our production office and event control. Access to a personal laptop is a necessity for this role.

Tasks include:

Pre-Festival:

  • Assisting the festival directors with their daily operations.
  • Relaying directors messages to departments.
  • Assisting the directors with incoming and outgoing email communication.
  • Collecting and organising artist tech riders and hospitality riders
  • Assisting the directors with documents if the need arises.
  • Serving as a link and backup to the directors if they are not present at any given time.

On-site

  • Assisting the festival directors with their daily operations.
  • Relaying directors messages to departments.
  • Assisting the directors with incoming and outgoing email communication.
  • Collecting and organising artist tech riders and hospitality riders
  • Assisting the directors with documents if the need arises.
  • Serving as a link and backup to the directors if they are not present at any given time.
  • Monitoring all activity on site including :- Stages – Gates – Fences – Bars – concessions – toilets etc.
  • Dealing with any issues that come up! Yes that is a very open role and it is our job to solve these issues.

Preferred experience and skills:

  • Experience with Marcato festival management software
  • Experience with Excel and Google spreadsheets
  • Good people skills
  • Good written and spoken English
  • Ability to work independantly
  • Problem solving skills

Please note:

  • You will be provided with a detailed information package about the festival site and your responsibilities in advance of the festival.

Production Management

Secret Solstice Production Management has positions for applicants looking to expand their knowledge of practical festival production, artist advancement and technical production. These roles will include work at our production office, event control as well as physical work on-site. Access to a personal laptop is a necessity for this role.

Tasks include:

Pre-Festival:

  • Preparation work on all general festival specs including: PA/Lights – Backline.
  • Artist advancement: General artist advancement such as: – performance times – stage/venue information – backline information – General flow of information to all artists playing the festival both local and international.
  • Assisting our Logistics Manager advancing contracts to Transport Department and Artist Liaison department.
  • Collecting and organising artist tech riders and hospitality riders
  • Preparation on the festival app: Proof reading content and performance time before they’re (it’s) made available to the public
  • Assisting our Logistics Manager on all transport coordination.
  • Advancement of technical information and performance details to local technical crews
  • Assisting our local backline crew with delivering all necessary equipment
  • Advancing and assisting our Artist Liaison department coordinating itineraries and relevant timings.

On-site

  • Coordination with all departments during practical festival production
  • Facilitating and assisting international touring parties in conjunction with Artist Liaison department
  • Providing updated info to the local stage managers and tech crews in case of unexpected changes including: Performance times, PA/light specs, backline specs etc.
  • Assisting our Transport Department and Logistics Management with their on-site operations and in case of unexpected changes providing them with the relevant updated information
  • Monitoring all activity on site including :- Stages – Gates – Fences – Bars – concessions – toilets etc.
  • Dealing with any issues that come up! Yes that is a very open role and it is our job to solve these issues.

 Preferred experience and skills:

  • Experience with Marcato festival management software
  • Experience with Excel and Google spreadsheets

Side-Event Management

Secret Solstice has open positions for applicants looking to expand their knowledge of hands-on event management and event production. You’ll be working directly with the Side Events managers and have a big role in producing these events.

 Tasks include:

Pre-Festival:

  • Organise events with managers.
  • Make sure everything is prepped for each event.
  • Attend meetings
  • Meeting with Tour guides, bus companies, venue owners etc..
  • Follow up on task lists, go through them. Tick off.

 On-Site:

  • Assisting with production of side events.
  • Loading busses with side event guests.
  • Loading busses with beverages and/or food prior each event.
  • Possibly attending and working at some events.
  • Communication with partners and parties prior each event
  • Make sure everything is going as scheduled.
  • Going to venues before event and setting up.
  • Adapting to on-site issues at any given point. 

Preferred experience and skills:

  • Ability to work independently.
  • Problem solving skills.
  • Applicants must have a driver’s license.
  • Experience with Event management.
  • Experience with ticket sales.
  • Experience with Excel and Google spreadsheets.
  • Good written and spoken English.
  • Good physical form. (You might have to carry stuff around). 

Please note:

  • Please bring your laptop with you.
  • You will be provided with a detailed information package about the festival site and your responsibilities in advance of the festival.

Site-Art Creative Management

Secret Solstice Creative Production/Site-Art Management has positions for applicants looking to expand their knowledge of practical festival production and creative logistics as well as site build and decor. These roles will include work at our production office, pre-production wort at our warehouse and physical work on-site. Access to a personal laptop is not a necessity, but definitely desirable for this role.

Pre-Festival tasks include:

  • Preparation work on all general festival specs including: stage design and general site art as well as designated area design & production
  • Production scheduling: Understanding of general production advancement such as build times, décor times, schedule information, location & logistical timelines.
  • Maintaining general flow of information between all creative departments (mainly Site-Art Build Team & Site-Art Decor Team) and liaising with the Creative Producer and the Site-Art Production Manager
  • Assisting the Site-Art Production Manager on plant coordination.
  • Reacting to possible scheduling changes and possible side effects of production changes.
  • Assisting our creative team with delivering all necessary equipment needed.

On-site tasks include:

  • Coordination with all festival departments during practical festival production
  • Communication with Festival Production team and the Technical Production Manager
  • Coordination with our Warehouse Manager, Creative Production Co-ordinator & Site-Art Production Manager regarding on-site operations and build schedules.
  • Monitoring all general activity on-site and communicating any changes or delays in build schedule to all Creatice Production staff in collaboration with the Site-Art Production Manager.
  • Participating in creative build if necessary.
  • Dealing with any issues that come up! Yes that is a very open role and it is our job to solve these issues.

Preferred experience and skills:

  • Experience in a festival build environment
  • Hands on build experience, so you understand the importance of scheduling and build.
  • Creative event experience

Site-Art Staff Management

Secret Solstice Creative Production/Site-Art Management has positions for applicants looking to expand their knowledge of practical festival production and creative logistics as well as site build and decor. These roles will include work at our production office, pre-production work at our warehouse and physical work on-site. Access to a personal laptop is not a necessity, but definitely desirable for this role.

Pre-Festival tasks include:

  • Production scheduling: General production advancement such as build times, décor times, schedule information, location & logistical timelines.
  • Maintaining general flow of information between all creative departments (mainly Site-Art Build Team & Site-Art Decor Team) and liaising with the Creative Producer and the Site-Art Production Manager
  • Collecting and organising any feedback from volunteers
  • Liaising with the Site-Art Production Manager to ensure volunteer teams are scheduled correctly.
  • Assisting the Site-Art Production Manager on all transport coordination with the Logistics Manager.

On-site tasks include:

  • Communication with Festival Production team and the Technical Production Manager
  • Coordination with our Warehouse Manager, Creative Production Co-ordinator & Site-Art Production Manager regarding on-site operations and build schedules.
  • Monitoring all general activity on-site and communicating any changes or delays in build schedule to all Creative Production staff in collaboration with the Site-Art Production Manager.
  • Dealing with any issues that come up! Yes that is a very open role and it is our job to solve these issues.

Preferred experience and skills:

  • Experience in a festival build environment
  • Hands on build experience, so you understand the importance of scheduling and build.
  • Creative event experience / Management of staff in a creative environment.

Site Production Staff Management

Secret Solstice Site Production Management has a single position for applicants looking to expand their knowledge of practical festival production, staff management and festival site build. This role will include work at our Site Production office and physical work on-site. Access to a personal laptop is not a necessity, but definitely desirable for this role.

On-site tasks include:

The Site Production Team take care of preparing the festival site: for an example setting up fences, scrim and other site materials. Please be advised that this role can be physically demanding and may require heavy lifting and manual labour and therefor it’s important that you’re in good physical shape.

Job overview:

  • Working directly with the Festival Site Production Manager core team
  • Being responsible for the build of the perimeter and internal fence
    • Leading and managing a team of volunteers
    • Ensuring all daily time lines and work is completed
    • Communicating to the wider team
    • Signing in and out allocated tools and PPE to the team
  • Being responsible for your own Health & Safety and all those persons detailed working as part of your team
  • Monitoring all general activity on-site and communicating any changes or delays in build schedule Site Production Manager.

Job information:

  • You will given daily instructions and briefings and debriefings by the site production manager.
  • You will be provided with all the necessary tools as well as gloves, protective masks and eye-protection needed for the job at hand.
  • Please wear suitable workwear (not your favourite hoodie for an example)
  • Please wear closed-toe shoes (preferably hard-toe shoes or boots.)
  • Staff Management of the Site Crew Build and Break Team for setting up needed Site Infrastructure.
  • Coordination with our Site Production Office Manager and Site Production Manager on issuing consumables to Site Crew Build and Break Team.
  • Monitoring all general activity on-site and communicating any changes or delays in build schedule Site Production Manager.

Post-Festival tasks include:

  • Staff Management of the Site Crew Build and Break Team for de-rigging needed Site Infrastructure.
  • Coordination with our Site Production Office Manager and Site Production Manager ensuring that all tools are returned and accounted for.

Preferred experience and skills:

    • Good people management skills and a sense of being a team player and leader
    • Good feel for structural composition with an attention to detail​
    • Experience with hand-tools
    • Good physical strength and a healthy back

Please note:

  • The dates for this MSS position differ from other MSS positions. Active placement is the 6th – 15th of June and 19th – 22nd of June. You won’t be working during the festival itself.

Sponsorship/Festival Partners Management

Secret Solstice Sponsorship/Festival Partners Management has positions for applicants looking to expand their knowledge of on-site festival operations, maximising sponsor and partners visibility on-site and liaising with festival sponsors and partners regarding their needs and on-site operations. These roles will include pre-festival preparation work as well as on-site work at our production office and on festival grounds. You’ll be working directly with our Sponsorship/Festival Partners Manager.

Tasks include:

Pre-Festival:

  • Liaising with contracted sponsors/festival partners about their pre-festival operations. Includes assessing, implementing and allocating contracted resources according to the respective companies needs.
  • Arranging and allocating sponsors/festival partners locations for on-site activations as well advertisement assets (posters, flags, banners and billboards) in line with the festival site-plan and their respective contracts
  • Taking on general problems and complications that can arise in pre-production.

On-site :

  • Marking out pre-selected spots for contracted sponsors/festival partners assets on-site.
  • General communication between contracted sponsors/festival partners companies and Sponsorship/Festival Partners Management.
  • Making sure that contracted sponsors/festival partners companies needs are being met on-site.

Preferred experience and skills:

  • Experience with Marcato festival management software
  • Experience with Excel and Google spreadsheets
  • Good people skills
  • Good written and spoken English
  • Ability to work independently
  • Problem solving skills
  • Previous retail experience
  • Previous experience with managing vendor and concessions operations
  • A valid drivers licence
  • Previous experience in the use of tools (screwdrivers, hammers, drills etc.)

Steward Management

Secret Solstice Operations Management has positions for applicants looking to expand their knowledge of Steward management, Security operation and customer information procedures. You’ll be working with our Operations Manager at a hands-on role in organisation and application of Steward Management operations.

Tasks include:

Pre-Festival:

  • Briefing with the Operations and Security manager
  • Overview of the steward rotas
  • Familiarity with all the festival policies that may affect the role (these will be supplied to you in advance)

On-site:

  • Collect stewards from Volunteer Management at the start of each shift and place them in position as per pre-arranged rotas
  • Ensure staffing resources are allocated so that all key positions are covered.
  • Ensure each steward is well briefed in their role at each position
  • Ensure each steward is comfortable with their position
  • Ensure each steward is familiar with the area in which they are working, and the location of infrastructure such as nearest toilets, bars, water facilities, taxis and cash machines
  • Roam between positions and ensure stewards are located where they should be throughout the shift duration
  • Reallocate resources as and when a situation may require additional support
  • Co-ordinate a relief team (in order for allocated breaks)
  • Ensure all stewards are issued with (and are wearing) appropriate PPE, namely a high-visibility vest and ear protection dependent on their location
  • Ensure that stewards are protected in times of extreme weather by providing items such as suncream or ponchos.
  • Also ensure that in times of such predicted weather, your team are fore-warned to dress appropriately
  • Ensure that potential welfare issues are reported
  • Adhering and following through on health and safety protocols and customer facing tasks

Post-Festival:

  • Suggest potential changes and improvements to positioning where relevant

Preferred experience and skills:

  • Management of staff
  • Good people skills
  • Good written and spoken English
  • Security or stewarding experience, or a keen interest in safety / crowd management / people management

Please note:

  • You will be provided with a detailed information package about the festival site and your responsibilities in advance to the festival
  • If you have a laptop please bring it with you

Volunteer Management

Secret Solstice Volunteer Management has positions for applicants looking to expand their knowledge of staff management. The festival operates an extensive volunteer program with a combination of domestic and international volunteers. You’ll be working directly with our volunteer directors and have a hands-on role in organisation and practical on-site volunteer operations.

Tasks include:

Pre-Festival:

  • Signing up applicants for various volunteer roles
  • Answering volunteer enquiries
  • Organising shift rotas for various volunteer crews
  • Liaising with other departments about their respective volunteer operations

On-site:

  • Checking volunteers in and out of shifts
  • Distributing volunteer PPE (gloves, hi-vis vests, protective eyewear etc.) to the appropriate volunteer crews as well as signing said PPE in and out
  • Briefing volunteers about roles before shift
  • Making sure volunteers get to right location for their placement
  • Liaising with other departments with their respective volunteer operations
  • Adapting to on-site issues at any given point

Preferred experience and skills:

  • Previous experience with managing staff
  • Experience with Marcato festival management software
  • Experience with Excel and Google spreadsheets
  • Good people skills
  • Good written and spoken English
  • Ability to work independently
  • Problem solving skills

Please note:

  • You will be provided with a detailed information package about the festival site and your responsibilities in advance to the festival
  • If you have a laptop please bring it with you

MSS (Management Support Staff) Application form