TBA Festival Hospitality Coordinator

Deadline August 01, 2022

PICA seeks a TBA Festival Hospitality Coordinator to join our team to help create a welcoming environment leading up to and during the festival activities taking place September 2022. This role provides hospitality services (food, beverage, and other supplies) for TBA Festival artists, staff, and crew. This work is done in collaboration with PICA’s development staff to plan and coordinate the purchase and/or procurement of in-kind donations and supplies for the festival lobby bar, and will assist program staff with artist hosting and transportation as available.

Status: Non-Exempt, full-time temporary employee, August 15th – Sept 23rd, 2022

Reports to: Erin Boberg Doughton, Artistic Director & Curator of Performance

Primary Responsibilities:
-Work with programs staff to plan and budget for hospitality needed during the TBA Festival including staff, crew and artists meals during load-in, rehearsals, performances and strike
-Purchase/secure in-kind donations, keep inventory and replenish supplies as needed
-Set up and clean up of staff/crew/artist meals and backstage hospitality at PICA, BodyVox Dance Center, and Portland’5 Winningstad Theatre
-Assist program coordinator with artist transportation and special requests as schedule allows.
-Work with development staff to plan, budget and procure supplies for lobby bar
-Train/fill in for lobby bar staff as needed and as schedule allows
-Ensure all supplies are cleaned and stored and any perishable leftovers are distributed to staff/artists or donated.
-Tracking of expenses and receipts, post-festival clean up, and reporting
-Participate in regular festival program staff meetings
-Contribute to ongoing inclusion and accessibility work within the organization
-Participate in PICA programs, including exhibition openings, performances, special events, and more to welcome community members and facilitate connections
-Represent PICA in the broader Portland community and arts sector

Qualifications, Experience, and/or Skills Desired:
-Valid OR Drivers license, auto insurance, and access to reliable vehicles. PICA will reimburse for mileage at the rate of $0.625 per mile.
-Because this role will be involved in the purchase and service of alcohol, we require this role to be filled by someone who is at least 21 years old
-Experience with food and beverage purchasing, service, and basic food safety.
-Knowledge of local discount and bulk stores and vendors (Cash and Carry, Grocery Outlet, Winco, Costco, etc.) and ability to compare prices to maximize budget and avoid waste.
-Knowledge and experience of beverages including beer, wine, coffee, tea, and alternative beverages.
-Knowledge and experience working with dietary restrictions and preferences e.g.. vegan, gluten free, vegetarian, etc.
-Able to work with teams of people to deliver programs that sometimes require tight deadlines, short timelines, fast-paced environment, and high pressure during the TBA Festival itself, when many activities take place concurrently
-Comfortable multi-tasking and managing multiple, concurrent projects and timelines simultaneously
-Enthusiasm for working with a diverse team of artists and staff from around the world, inclusive of different backgrounds, cultures, identities, abilities, and lived experiences
-Commitment to anti-racism, access, and social justice, and contributing to a working culture and art community that leads with equity and inclusion, including being open to participating in anti-racism staff training if provided; to exercising awareness of one’s privilege; to calling in/up micro- and macro-aggressions and injustices; and otherwise promoting an equitable and just working environment.
-OLCC servers permit and food handlers permit preferred but not required

*A note to potential candidates: Studies have shown that women, trans, non-binary, BIPOC, and other candidates from multiply-marginalized populations are less likely to apply for jobs unless they believe they meet every single one of the qualifications in a job description. PICA is committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. We would strongly encourage you to apply, even if you don’t believe you meet every one of the qualifications described above.

Working Conditions: This role will require approx. 25% desk work that includes remote and in-person meetings, and computer-based coordination and team communications via email and other online platforms (PICA can provide access to a Google Chromebook for those without a personal laptop); and 75% physical labor that includes but is not limited to: procurement, setup, and clean up of hospitality supplies, such as setting up green rooms for artists, or arranging hospitality for crew meals, stocking PICA shared kitchen and common areas with food and beverage, moving items up to 50lbs, standing for extended periods to conduct basic food and beverage prep and service, re-arranging and resetting spaces for hosting artists, staff, and audiences, etc. Must be able to work nights and weekends. Reasonable accommodations may be made to support individuals with disabilities to perform the essential functions.

Compensation/Benefits: $5000 flat rate (estimated at $20 an hour 40 hours a week for 6 weeks). All TBA Festival staff receive a complimentary pass and some staff meals. This position not eligible for PICA’s benefits package.

To Apply: To Apply: Please submit a brief cover letter (1-2 pages) and resume through the application form on our jobs website: https://pica.rippling-ats.com/job/452692/tba-festival-2022-hospitality-coordinator

Timeline: Applications will be accepted until the position is filled, with a priority application date of August 1, 2022. Interviews will be scheduled on a rolling basis, and the ideal candidate will join our team on August 15, 2022.

More Info

PICA, 15 NE Hancock St., Portland OR 97212