MAGNOLIA GROVE FESTIVAL

EVENT OPERATIONS DIRECTOR

Seasonal Event Contract

Event: Magnolia Grove Festival
Position: Event Operations Director
Contract Fee: $1,500 flat fee
Scheduled Hours: 28 hours
Additional Incentive: 10% of qualifying new revenue personally secured by the Event Operations Director

POSITION OVERVIEW

The Event Operations Director will be responsible for overseeing the on-site execution and daily operations of the Magnolia Grove Festival during the festival weekend.

The festival has already been planned and organized by festival ownership. This position is not responsible for pre-event festival planning or development. Instead, the Event Operations Director will take responsibility for coordinating the established festival plan on-site, supervising assigned staff and volunteers, assisting vendors and participants, monitoring the festival schedule, and resolving routine operational issues.

The goal of this position is to provide strong on-site leadership so that festival ownership does not have to personally manage every operational detail during the festival weekend.

SCHEDULE

The Event Operations Director will be scheduled for a total of 28 hours:

Friday, October 16 — Setup

10:00 AM–6:00 PM — 8 hours

Responsibilities include:

· Overseeing festival site setup.

· Coordinating setup crew and volunteers.

· Assisting with vendor and activity-area setup.

· Ensuring signage, decorations, equipment, and activity areas are properly positioned.

· Working with venue personnel as needed.

· Identifying and resolving setup issues.

· Conducting a final readiness check before leaving Friday.

· Overseeing vendor arrival and setup from 2:00pm to 6:00pm.

Saturday, October 17 — Festival Day One

6:00 AM–6:00 PM — 12 hours

Responsibilities include:

· Overseeing vendor arrival and setup from 6:00 AM to 9:00AM.

· Coordinating vendor check-in and directing vendors to assigned spaces.

· Supervising staff and volunteers.

· Monitoring festival activities and entertainment.

· Maintaining the festival schedule.

· Addressing routine vendor, staff, volunteer, and guest concerns.

· Coordinating with venue personnel.

· Monitoring the overall festival site.

· Handling routine operational problems independently when appropriate.

· Communicating significant issues to festival ownership.

· Overseeing festival closing procedures.

Sunday, October 18 — Festival Day Two & Breakdown

12:00 PM–8:00 PM — 8 hours

Responsibilities include:

· Overseeing Sunday festival operations from 1:00PM to 5:00PM.

· Coordinating staff and volunteers.

· Monitoring activities and entertainment.

· Assisting with vendor needs and operational issues.

· Maintaining the festival schedule.

· Coordinating festival closing.

· Supervising breakdown and cleanup from 5:00PM to 8:00PM.

· Coordinating with venue personnel.

· Ensuring festival equipment, decorations, supplies, and other materials are properly collected and secured.

· Assisting with final site restoration per venue policies.

BREAKS

Festival ownership will provide reasonable breaks during all three scheduled workdays.

Because Saturday is a 12-hour operational day, the Event Operations Director will be provided appropriate meal and rest breaks while maintaining necessary operational coverage.

Breaks will be coordinated around festival operations so that the event remains adequately supervised.

Event Operations Director will have access to Festival Owners’ cabin for breaks, meals, and restroom. EOD has the option to reserve a room in Festival Owners’ cabin for overnight stays during the festival at venue pricing.

PRIMARY RESPONSIBILITIES

1. On-Site Festival Operations

· Serve as the primary on-site operations contact during scheduled hours.

· Oversee execution of the established festival plan.

· Monitor the overall festival site.

· Identify and resolve routine operational issues.

· Keep festival activities moving according to schedule.

· Communicate significant problems to festival ownership.

· Help ensure a positive experience for guests, vendors, performers, volunteers, and partners.

2. Staff & Volunteer Coordination

· Coordinate assigned festival staff and volunteers.

· Ensure staff and volunteers understand their assignments.

· Reassign personnel when operational needs change.

· Monitor staffing coverage.

· Address routine staff and volunteer questions.

· Serve as the primary point of contact for operational issues during scheduled hours.

3. Vendor Coordination

· Assist with vendor arrival and setup.

· Direct vendors to assigned locations.

· Answer routine vendor questions.

· Assist with resolving logistical problems.

· Help ensure vendors follow festival and venue requirements.

· Communicate significant vendor concerns to festival ownership.

4. Entertainment & Activities

· Monitor scheduled entertainment and activities.

· Confirm performers and activity leaders are prepared and in place.

· Assist with basic logistical needs.

· Monitor the festival schedule.

· Communicate scheduling problems or significant issues to festival ownership.

5. Venue & Site Coordination

· Communicate with venue personnel regarding routine operational matters.

· Help coordinate site access, setup, cleanup, and breakdown.

· Monitor the condition of festival areas.

· Help ensure venue requirements are followed.

· Report significant facility or safety concerns immediately.

6. Festival Closing & Breakdown

· Coordinate closing procedures.

· Supervise assigned breakdown crew and volunteers.

· Coordinate vendor departure.

· Oversee collection and storage of festival materials.

· Assist with cleanup.

· Coordinate final site requirements with the venue.

REVENUE-GENERATING INCENTIVE

In addition to the $1,500 contract fee, the Event Operations Director will be eligible to receive 10% of qualifying new revenue personally secured for Magnolia Grove Festival.

This incentive is intended to reward the Event Operations Director for bringing new financial support to the festival, including sponsorships and other approved revenue opportunities.

Qualifying Revenue

Examples may include:

· New festival sponsorships personally secured by the Event Operations Director.

· New business partnerships that provide direct financial support to the festival.

· Other new revenue opportunities specifically approved by festival ownership.

Conditions

· The opportunity must be new revenue that was not already secured, committed, or actively being negotiated by festival ownership before the Event Operations Director’s involvement.

· The Event Operations Director must have personally initiated or substantially secured the opportunity.

· Sponsorships and other revenue opportunities must be approved by festival ownership before being finalized.

· Commission is calculated on money actually received by Magnolia Grove Festival, not on verbal commitments, pledges, invoices, or unpaid sponsorship agreements.

· The 10% incentive will be paid after the applicable funds have been received.

· The Event Operations Director may not promise discounts, benefits, advertising placement, sponsorship levels, or other commitments without approval from festival ownership.

· There is no maximum limit on the 10% incentive for qualifying revenue.

Example

If the Event Operations Director personally secures a new $2,000 sponsorship and Magnolia Grove Festival receives the $2,000 payment, the Event Operations Director will receive:

$2,000 × 10% = $200

If she secures $5,000 in qualifying sponsorship revenue, she receives:

$5,000 × 10% = $500

This incentive is in addition to the $1,500 contract fee.

AUTHORITY

The Event Operations Director is authorized to make reasonable day-to-day operational decisions necessary to keep the festival running smoothly during scheduled hours.

The Event Operations Director may independently address routine operational matters without obtaining approval from festival ownership when doing so is consistent with the established festival plan.

The Event Operations Director does not have authority to:

· Enter contracts on behalf of Magnolia Grove Festival.

· Commit festival funds.

· Approve unbudgeted expenses.

· Change vendor fees or agreements.

· Change sponsorship pricing or benefits without approval.

· Cancel major festival activities.

· Make significant changes to the festival schedule without approval.

· Make commitments that create financial or contractual obligations for the festival.

· Make significant changes to the festival’s programming, mission, or fundraising arrangements.

Emergency, safety, legal, financial, or other significant matters should be immediately brought to the attention of festival ownership.

COMPENSATION

The Event Operations Director will receive a flat contract fee of $1,500 for the 28 scheduled hours described in this agreement.

The $1,500 contract fee represents an equivalent scheduled rate of approximately $53.57 per scheduled hour.

The contract fee includes:

· Friday setup supervision.

· Saturday festival operations.

· Sunday festival operations and breakdown supervision.

· Staff and volunteer coordination.

· Vendor coordination.

· Entertainment and activity coordination.

· Routine on-site problem-solving.

· Festival closing and breakdown coordination.

The Event Operations Director will also be eligible for the 10% qualifying-revenue incentive described above.

Any responsibilities or hours substantially outside the scope of this agreement must be approved by festival ownership in advance and may require a separate agreement or additional compensation.

PROFESSIONAL EXPECTATIONS

The Event Operations Director is expected to:

· Arrive on time and remain available throughout scheduled hours.

· Maintain professional communication with vendors, guests, volunteers, performers, venue personnel, and festival partners.

· Remain calm and professional when unexpected problems arise.

· Use good judgment when making operational decisions.

· Respect the authority of festival ownership.

· Protect the reputation of Magnolia Grove Festival and its community partners.

· Maintain confidentiality regarding festival business and financial information.

· Communicate significant problems promptly.

· Work with ownership to resolve issues.

GOALS IN THIS POSITION

The Event Operations Director will make his/her best effort to ensure:

· Festival setup is completed efficiently.

· Vendors are able to arrive, set up, and operate with minimal confusion.

· Staff and volunteers understand their responsibilities.

· Activities and entertainment remain organized and on schedule.

· Routine problems are handled quickly and professionally.

· Significant issues are communicated appropriately to festival ownership.

· The festival site remains organized and operational.

· Breakdown and cleanup are completed efficiently.

· Festival ownership is able to focus on guests, partners, nonprofit activities, and the overall festival experience rather than managing routine operational problems.

The Event Operations Director’s role is to take ownership of the festival site during the scheduled event hours and ensure that the plan created by festival ownership is executed smoothly and professionally. Compensation is not dependent on obtainment of all goals, but the expectation is to make a best effort.

AGREEMENT

By accepting this position, the Event Operations Director acknowledges the responsibilities, schedule, compensation, and incentive structure outlined above.

By acknowledging consent below, independent contractor agrees to the terms and conditions of this contract in its entirety.