Applications are now being accepted for all positions listed.
Applications are taken on a rolling basis until all positions are filled.
Vendor Coordinator (VC)
The VC reports directly to the Executive Director (ED) and the Festival Director (FD), and is responsible for acquiring and coordinating all festival vendors except for food vendors.
Duties include, but are not limited to:
1. Managing the vendors application process and festival lay out in the Main Festival and Children's area. Communication via phone and email to vendors and children's area activity providers, tracking and trouble-shooting applications, payment, vendor insurance, sellers permit, vendors electrical needs, and other associated process details with the goal of a high quality, safe and friendly festival. Working with the FD to implement the park layout. Oversee various aspects of the production of festival area at the three-day event on June 21, 22, 23, 2019. Attend festival team meetings, give updates and report via phone and email and to the ED weekly.
2. Locate new vendors for the event though various online marketing means including your personal contacts and reaching out to vendors attending other festivals. Discuss an outreach plan with ED. This may occur in collaboration with other vendor ambassadors to assist locally.
3. Responsible to keep an accurate and up to date list on google sheets (keep a back up as well) of all vendors and their status. Also send a weekly update email on progress to ED.
4. Prepare and send vendor info via email. Greet vendors and oversee set up and event day management at the three-day festival.
5. The week following the festival, make sure all vendor data is entered into the database and other returns of equipment to the office etc.
Contract Position: $3500 for the contract term starting Mar. 1 or before to July 6th, 2019. Training available.
Food Vendor Coordinator
(Arts, retail, non-profit booths, children's area)
The FVC shall report to the Executive Director (“ED”), and shall be responsible for coordinating food vendors for the Solstice Festival in Alameda Park.
Specific duties of the FD include, but are not limited to:
- The FVC is responsible for overseeing food vendor contracts, health permits and insurance from food vendors and any health department meetings as well as knowledge of regulations.
- Assist with coordinating tent, table, chairs, canopy, water, trash, recycling, restroom, electrical and any other needs related to food services in the park.
- Maintain a database can either be in Excel for Mac, google sheets (preferred, though keep a back up) or you can use the Solstice database accessing our on line account containing contact information for vendors.
- Attend all mandatory meetings with City Parks and Recreation. Distribute badges made by the Festival Director for the people working directly with you in the park. Distribute badges to all food vendors in the park.
- Oversee the cleanup of the park. Meet with ED and City Parks personnel for the inspection on Monday morning, June 24, 2019 at time agreed upon.
- Tasks as assigned by the ED reasonably within the scope of this Agreement.
$2,500 Stipend for the contract term starting upon hire to July 6th, 2019. Training available.
Volunteer Coordinator reports directly to the Executive Director, Workshop Artistic Director (Riccardo Morrison).
1. The Volunteer Coordinator will help with the recruitment and signing-up of volunteers for the Festival and workshop and maintain volunteer information. Volunteer Coordinator will keep track of Volunteer workers workshop hours.
2. Volunteer Coordinator will coordinate, at the direction of the Executive Director, all registration of volunteers for the 3 days of the Parade and Festival and to schedule volunteers to assist in the workshop from May 1 – July 29.
3. Volunteer Coordinator will be in charge of volunteer check-in at the Festival for all three days beginning Friday from 3:00 – 9:00 p.m., Saturday, 11:00 a.m. – 8:00 p.m., and Sunday 11:00 a.m. – 6:00 p.m.
4. The Volunteer Coordinator is required to update Volunteer records after the event and get files to the Solstice office.
5. Volunteer Coordination Assistance is also needed at the following events: Pascucci Dine Out, 1st Thursday at the workshop and other events TBA.
Term: The term of this agreement begins upon hire until July 29, 2019. Stipend: $2000 for the season.
Special project assistant(s):
1- 4 special project assistants may be hired depending on availability and experience.
- Assists with preparing e-newsletters
- Assists with scheduling meetings for the Executive Director
- Assists with preparing materials for outreach, marketing and social media
- Assists with video editing
- Proofreads documents
- Assist with answering phone calls and emails
- Assists with picking up supplies for events
- Assists with setting up and managing pre-festival events and festival production on festival weekend.
- Generally assists the executive director with necessary tasks to produce the Summer Solstice parade and festival as requested on an as needed basis
- Many tasks can be done virtually
Contract terms: As contracted per project or $15/hour.
Assistant Registrar & Event Host (R)
The Registrar and Workshop Event Host reports directly to the Executive Director and is responsible for registering all workshop and parade participants, collecting the appropriate fees and monitoring the entry and exit of individuals from the Workshop.
1. The Assistant Registrar (R) will supervise the registration of all Workshop and Parade participants to insure that each individual involved in the Celebration has paid a registration fee.
2. The (R) will supervise the Registration Area during agreed upon designated hours, insuring that the Registration Desk is staffed, either personally or with persons approved by the ED.
3. The (R) will coordinate the recruitment of parade and workshop participants for the Celebration by maintaining records
4. The R will assist those registering for the parade in understanding the Workshop, its policies and procedures, and the general layout of the Solstice Workshop.
5. All material needs will be discussed with and approved by the Executive Director. No materials will be purchased or reimbursed without prior authorization from the Executive Director.
6. At the end of each day, the R will be responsible for tallying income and providing a statement of registrations and a statement of product sales to deposit with the cash, checks and credit card receipts to the Executive Director or the Artistic Director.
7. The R is required to attend all staff meetings.
8. The R is required to participate in the final week of cleaning up and clearing out of the workshop space.
9. The registrar will remind people about workshop staff meetings on Wednesdays at 5:30 and assist with set up for events held in the workshop. The registrar will serve the role of event host and take registrations from guests at events.
Term: May 1 - July 29, Approximately $1500 Stipend for the season dependent on shared schedule with other registrars and event hosts.
Artist in Residence (AIR)
1. The AIR is hired to create an ensemble project for the parade, which will be assembled within a designated area of the workshop space.
2. The ensemble concept and its scope will be discussed with and approved by the Artistic Director (“AD”).
3. The AIR is required to be a part of the ensemble and coordinate and direct it within the parade.
4. The AIR is required to oversee the safety and construction of his/her ensemble.
5. The AIR must be present during all public workshop hours unless prior arrangement has been made with the AD or Executive Director (“ED”).
6. The AIR must attend all staff meetings.
7. All material needs will be discussed with the AD. No purchases or reimbursements will be paid without prior authorization from the ED.
8. At the end of each day, the AIR will be responsible for cleaning and restoring order to his/her project area, and return all SSC tools to the tool storage area.
9. The AIR is required to attend all staff meetings unless otherwise notified.
10. At the completion of the parade and festival in the park, the AIR is required to assist in the return of all parade props to the workshop.
11. The AIR is required to participate in the final week of cleaning up and clearing out of the workshop space.
Term: May 1 - July 29. Stipend $500-$2000 available dependent on the project proposed, artist's availability and experience. Jr. Artists encouraged to also apply.