Excursions Lead

REPORTS TO: Event Logistics Manager + Event Director

TERM: February 26 – March 9, 2020 (+1 session of training at CHSWFF HQ – exact dates TBD)

OVERVIEW:

The Excursion Lead’s role is primarily, but not limited to, planning, managing and executing all roles + responsibilities associated with assigned Excursions. This person will report directly into the Event Logistics Manager, but will work closely with all departments to ensure that partners, media, talent, equipment, logistics, graphics, etc are seamlessly integrated and informed as it relates to all assigned Excursions.


Skills Required are the ability to lift 25 lbs + stand for up to 8 hours, great interpersonal skills, and strong attention to detail. The ideal candidate is a quick problem-solver, a strong leader, organized, and enthusiastic with prior event experience. The candidate must be able to appropriately solve issues that are not black + white using our policies and values as guidelines, and know how to ask for support from the team when needed. 

PRINCIPLE ACCOUNTABILITIES:

Familiarize oneself with one sheeters + timelines for all owned events 

Ensure all event documents have the updated, correct rental orders + any other documents needed for event day (all vendor forms, layout if needed, timeline, etc.)

Work w/Event Logistics Manager to organize regular volunteer + staffing meetings to brief on all owned events

Work closely with Graphic Designer to ensure that all signage needed for owned events are delivered + displayed

Manage and share clear run of shows with all parties involved for every event that requires such

Work with Business Manager to facilitate contracts / payment between event vendors and Charleston Wine + Food, if necessary

Communicate regularly with Event Logistics Manager to ensure that all chef / beverage needs / rentals + expectations are met and accounted for in event planning

Arrive to Excursions hours in advance — to ensure space is clean + set for event, prior to guest arrival

Supervise / assist with clean up and check out with host before leaving

Ensure all necessary product is packed, delivered, and distributed for each Excursion per discussions with team

Greet talent + distributors upon arrival

Manage glassware for all Excursions

Be on site for all deliveries from all vendors

Manage volunteers

Communicate with Culinary Team daily regarding any changes or updates

Distribute partner materials for applicable classes 

Share notes / feedback / thoughts / insights with Event Logistics Manager from experience post-festival for team learnings

Act as a brand representative of Charleston Wine + Food, and portray values of people first, community, diversity and good stewardship

Recognize + use our higher purpose as a guide in every decision made on behalf of the festival: to be a catalyst for connections that inspire curiosity through thoughtful storytelling and meaningful experiences with a sense of place

REQUIREMENTS:

Must provide own laptop and cell phone that is able to run cloud-based softwares and apps

Must live in greater Charleston, SC area

Must have personal vehicle that is able to be used throughout festival weekend

Must be organized with diligent attention to detail

Must clearly communicate with full team, upon hire, hours/days that are dedicated to Charleston Wine + Food

Ability to multi-task and work proactively 

Professional writing and communication skills with impeccable grammar 

Competent in Microsoft Office, G Suite (Google Docs + Sheets), Event Design softwares and interoffice communication channels 

Ability to work collaboratively with a variety of people 

Comfortable working in an outdoor setting (rain, cold, mud)

Ability to do some physical work (lifting boxes, field set-up)

3+ years of event planning experience required

Must coordinate + fulfill  in-person walk-throughs with event venues prior to event

Must attend 1-2 “touch-base” event meetings with all event’s participants 

Must be available + onsite for festival execution from February 26 – March 9, 2020