Harfest is a vibrant, half-day music festival celebrating community, sustainability, and gardening at the Warrnambool Community Garden. Happening on 15 March 2025, this festival is all about bringing people together for a fun and engaging day that showcases the garden’s values while making a positive impact on the community.
As the Festival Coordinator, you’ll be helping to ensure everything runs smoothly—both in the lead-up to the event and on the big day. You’ll play a key role in organising logistics, supporting volunteers, and working with vendors and stakeholders to create an amazing experience for everyone. Don’t worry, you won’t be doing it alone... The event organising team and volunteers will be there to support you every step of the way.
Accountable to: Warrnambool Community Gardens Committee
Honorarium: To be negotiated
Time commitment: You’ll need to be on-site on the festival day and available for a some hours in the weeks leading up to the event. This may include attending planning meetings to get across event logistics and ensure everything is on track.
Key responsibilities:
Festival logistics & setup
Coordinate the setup on the day, including managing vendor locations, traffic flow, and overall site layout.
Ensure everything is ready to go, from stage setup to waste management and signage.
Pre-event coordination
Attend planning meetings to stay in the loop with scheduling activities, workshops, and performances.
Work closely with the organising team to finalize the program and event details.
Volunteer management
Oversee volunteers on the day, ensuring they know their roles and feel supported.
Help guide setup, event operations, and pack-down tasks to keep things running smoothly.
Vendor & security liaison
Be the go-to person for food, drink, and activity vendors, ensuring they have what they need (like power and space).
Work with security staff to keep everything safe and running smoothly.
Program delivery
Oversee the festival schedule to make sure activities, performances, and workshops happen on time.
Be a point of contact for performers, workshop leaders, and other contributors.
Stakeholder collaboration
Work alongside the committee, sponsors, and local community groups to make the festival a success.
Make sure everything aligns with the garden’s values and mission.
Health, safety, and compliance
Help ensure the event is safe for everyone by implementing risk management plans.
Event wrap-up
Coordinate the pack-down at the end of the day and make sure the site is returned to its original condition.
Share feedback on what went well and what could be improved for future events.
This role would suit someone who:
Has experience in event coordination or management.
Enjoys being part of a dynamic, community-focused environment.
Is organized and good at juggling multiple tasks.
Has worked with or managed volunteers before.
Communicates well and can confidently liaise with vendors, stakeholders, and attendees.
Has a proactive and problem-solving mindset.
Knows a bit about event regulations, food safety, or licensing (bonus, but not essential).
Submit your expression of interest, outlining your skills, experience and what you would bring to the role in 500 words to grow@wcg3280.org.au by Sunday 9 February.
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