OPEN CALL FOR STAFF 2022

XARKIS FESTIVAL + MULTI-RESIDENCY PROGRAM

We’re hiring! 

Onwards and backwards: Colonialism and intersectionality

The 9th Xarkis Festival will take place in Agros (Limassol district), from the 15th-17th of July 2022 and will include an Artists’ Residency programme starting from the 4th-14th of July. Over a period of 10 days, a group of selected artists are invited to work together with our team and with the local community, to prepare creative works that will contribute to the programme of the three-day Festival. We are looking to recruit professionals to join the Xarkis Festival team, as follows: 

  • Kitchen Coordination & Cooking
  • Financial Coordination
  • Communication & Content Creation
  • Hospitality Coordination
  • Cashier Coordination
  • Bar Coordination
  • Technical Coordination
  • Photography
  • Volunteers Coordination
  • Curation of Space & Technical Support Coordination

 

KEY DATES
Deadline for submission of interest: 5th May 2022
The role starts: immediately
At location: 4th-18th of July 2022
Starting day of Residency & Introduction: 4th of July 2022
End date of Residency: 14th of July 2022
Xarkis Festival: 15-17th July 2022

What we offer:

  • A fee for your participation 
  • Accommodation in a shared/communal space and three meals per day from our collective kitchen during the Mult-Residency & Festival.

 

To apply, send:

  • Your motivation letter of a maximum of 200 words.
  • A brief biography of a maximum of 200 words.

 

Send to: info@xarkis.org in a single PDF file.

Responsibilities include: 

  • General management and coordination for the collective kitchen that will operate during the festival and residency period
  • Creating a Volunteer Program related to the kitchen and contacting the Volunteer Coordinator and the Hosting Coordinator for allergies and nutritional needs
  • Selection of recipes and creation of menus based on the budget of Xarkis and based on the number of contributors.
  • Food preparation for the duration of the activity from 3-18th of July
  • Contacting Xarkis’ collaborators and placing a food order
  • Being familiar with kitchen facilities & equipment before project and arranging the acquisition or borrowing of any equipment that the kitchen may be missing
  • Responsibility to communicate the menu & programme and ensuring meals are served on time in the course of the programme
  • Listing these items in a google doc, and in the form of an inventory (to be counted and returned to their owners after the initiative is over, in their initial condition.)
  • Ensuring the proper storage and handling of all foods
  • Coordinating and managing tasks, including volunteer tasks in the kitchen
  • Making sure that all volunteers & assistants who participate in the preparation/cooking do so on clean surfaces, wash their hands and that all collaborators who eat from the kitchen wash their own dish
  • Ensuring cleanliness of space, setting up the tables everyday, and replacing table cloths wherever necessary
  • Responsibility for setting up recycling and ensuring that waste is recycled in kitchen

Responsibilities include:

  • To coordinate the Xarkis Festival and Xarkis Multi-residency program’s finances
  • Financial recording of income and expenses
  • Accountancy for Xarkis
  • Ensuring payments for collaborators, including Xarkis team member are carried out properly and on time
  • Requesting, collecting, organizing and safekeeping of invoices and receipts from all collaborators, partners and artists. 
  • Preparing relevant excel sheets to document finances, costs, income and expenditure and preparing them for sponsors’ evaluation
  • Giving all material to be audited to an auditor and maintaining communication with them 

Responsibilities include:

  • Draft plan of action for the communication, with dates and proposed media contacts to disseminate the communication to, locally and abroad (arranging interviews, articles, live streaming etc)
  • Preparing and uploading new content, including written and visual communication posts to promote the Festival and being responsible for editing, spelling, editing on all social media posts 
  • Preparation and collection of written material, photographs and/or collection of original visual material by participants of the Festival
  • Bilingual communication – translation wherever necessary in Greek and English 
  • Writing interview questions for participants
  • Taking photographs and videos wherever possible of participants and their initiatives
  • Create a Facebook event page with a press release and Festival main info

Responsibilities include:

  • Creating and maintaining an excel sheet as the hospitality rider
  • Regular communication with coordinators, staff, artists, musicians, cultural actors and volunteers
  • For international participants: providing airport info and scheduling transfers before and after the event
  • Creating an excel sheet with the nutritional needs of the participants and communicating them in advance to the kitchen coordinator
  • Producing an excel sheet with all-inclusive info on hospitality of all participants – inc. hours of arrivals – departures, places of stay, nutritional needs and ensuring that the programme is maintained
  • Finding and booking accommodation for participants, considering budget and number of people to accommodate
  • First person to be contacted by all the Festival participants
  • Preparing a PDF welcome pack for all collaborators; tailored according to type of participation 
  • Responsibility for the cleanliness of participants’ accommodation spaces
  • Responsibility for the transfer of the participants to and from their accommodation
  • Responsibility for making sure the program of the festival runs on time, in consultation with other coordinators
  • Safekeeping of keys (receipt and return at the end of the festival) for each accommodation space offered for participants
  • Making sure participants eating needs, drinks & beverages are met before, during and after the event (based on the Festival’s budget and capacity) 
  • Make sure there is breakfast, lunch and dinner at the scheduled time for all of the participants 
  • Facilitate preparation and maintenance of camping sites for people outside the organization

Responsibilities include:

  • Contribute towards the selection of appropriate cashiers
  • Attend at least 2 meetings before the Festival, welcome cashier and desk team and familiarize them with each activity that happens in the festival
  • Creating and organizing the cashiers, shifts and programme through Excel sheet
  • Welcoming the cashiers at Xarkis Festival 2022
  • Cashiers’ punctuality and adherence to the program
  • Support and supervision to make sure the team works in a safe, clean and friendly environment
  • Management of funds, counting and safekeeping of money, before, during and after the event 
  • Provide guidance, support, resources and communication tools for the Festival’s cashiers and people at reception 
  • Provide information on the values ​​of the Festival to the general public for people who will carry out transactions at reception points
  • To cooperate and consult with the responsible volunteers and hospitality coordinator
  • Writing an evaluation after the event
  •  

 

Responsibilities include:

  • Recommend bar crew based on budget and needs 
  • Creating Excel sheet with bartenders inc. contact details, arrival times, shifts, needs, etc 
  • Responsibility to create a bar menu, with a meeting for tasting and meeting bar crew
  • Once the menu is finalized should be communicated to the production assistant and graphic designer 
  • Responsibility to make a bar order and any other materials for the bar that falls within the Festival’s budget 
  • Punctual transportation of materials, bar components and team to Festival and back 
  • Welcoming the bartenders at Xarkis Festival 2022
  • Coordinating the Bar Team and storage of drinks and beverages
  • Setting up the fridges wherever applicable 
  • Safekeeping of vouchers
  • Taking invoices for any payments due and sending them to the financial coordinator of Xarkis

Responsibilities include:

  • Visit the village, suggesting event locations for workshops, fine art performances, and live music performances, considering health and safety and run risk assessments when necessary 
  • Drafting a Festival tool kit list in consultation with other coordinators, purchasing or borrowing all items for the duration of the event
  • Writing an inventory of this tool kit and having the responsibility to return items to owners in original condition
  • Creating an excel sheet with a programme outlining the needs for technical setups
  • Supporting the artists for any setup e.g. stage set up live film screening, music concert etc
  • Decide on the designated warehouse space to safeguard equipment, and festival materials 
  • During the Festival, to keep all equipment under this category in a safe and secure space
  • Welcoming the tech and maintenance crew at Xarkis Festival 2022 
  • Maintenance of the sites, setting up and handling of the equipment 
  • Setting up soft spaces, tents, and coordinating the camping area 
  • Τransporting of the maintenance crew 
  • Sharing knowledge of techniques and handicrafts involved in preventive maintenance, cleanliness and construction 
  • Having a festival toolkit in a safe and secure space and helping residents, workshop facilitators and musicians to set up their work

Responsibilities include:

  • To deliver up to 10 photos a day during the Multi-residency programme that can be used for social media dissemination
  • To take individual portraits of the team alongside a team photo
  • To document different aspects of the Multi-residency programme, including work in progress, experiments, research, practice, event spaces and results
  • To create and propose a documentation schedule, where different participants including artists, organizers, volunteers and locals whom we are collaborating with can be documented
  • Ensuring all public-facing Festival events are documented

Responsibilities include:

  • Develop effective strategies for recruiting volunteers with skills in any of the following categories: design, arts, arts management and creative industries, curation of space, graphic design, mapping, social sciences, social media marketing, hospitality, cooking and culinary arts, sustainability, coordination
  • To liaise with other NGOs, teams and organizations, to identify and recruit volunteers in our programme
  • Guide, support and empower the volunteers to carry on their tasks
  • Design team building activities that suit the organization’s goals, to take place before and during the Multi-Residency and Festival
  • To implement a series of educational and hands-on activities, in the greater group and in micro groups, in one of the nine volunteer categories 
  • Develop volunteers’ knowledge of the organization, our audiences, the project and develop roles and responsibilities for volunteers
  • Arrange and facilitate 3 meetings before the Festival in the village and online with the volunteers and members of the team
  • Welcome the volunteers at Xarkis Festival 2022
  • Collaborate with volunteers to communicate and develop the objectives for their participation in ways that reflect the needs and mission of our organization
  • Create an excel sheet of the volunteer programme for the entire duration of Xarkis Residency & Festival 2022 (4-18 July) with shifts for each volunteer in each category
  • Liaise with coordinators to ensure suitability and feasibility of the schedule
  • Train volunteers to assist specific categories, and respective coordinator/staff/collaborator/artist
  • Problem-solve, manage and coordinate volunteer-related affairs
  • Familiarize volunteers with the location of each activity and its content
  • Provide continuous and constructive daily feedback to the volunteers
  • Ensure volunteers’ punctuality, and that they have a positive experience of volunteerism

Responsibilities include:

  • Discussing and planning the curation of space and technical elements of the Festival with the greater team and respective micro-team at the pre-production phase
  • Co-facilitating and implementing co-design workshops with the local community and members of the team for the planning and implementation of installations of space and other aspects of curation of space
  • Deciding on any installations of space, as well as shaded areas, and other elements in consultation with the team to be set up during the event
  • Setting up spaces and installations, including the chill-out space and set designs, and festival designated areas
  • Writing an inventory of this tool kit and being responsible for sourcing the materials needed, ideally from the village and repurposing, reusing, and recycling existing materials wherever possible
  • Create an excel sheet with a programme outlining the needs for technical setups. The programme should include the times to set up, transport and safeguard technical equipment.
  • Decide on the designated warehouse space to safeguard equipment and festival materials
  • Being present and active for the duration of the Residency from the 4-14th of July for technical and curation of space set-up and for the duration of the Festival between 15-17th of July
  • The Coordinator needs to discuss and agree on the needs of the residents they are responsible for at the start of the Residency on the 7th of July 
  • Update the technical set-up for activities including and not restricted to workshops, lectures and performances for the days and nights of the three-day Festival 
  • The Coordinator needs to attend and coordinate half-day rehearsals wherever applicable, before the start of the Festival, on the 14th of July with residents of Xarkis Festival
  • During the Festival, keep all equipment under this category in a safe and secure space, that is locked
  • Responsibility for the maintenance of the sites, setting up and handling of the equipment
  • Responsibility for setting up soft spaces, tents, and coordinating the camping area
  • Responsibility for transporting the technical and curation of space crew
  • Sharing knowledge of techniques and handicrafts involved in preventive maintenance, cleanliness and construction
  • Having a festival toolkit in a safe and secure space and helping residents, including to set up their work
  • Taking part in an evaluation event  after the event
  • Support the putting down of activities and installations on the 18th of July