Would you like to help us organise our volunteers and logistics at the Festival?  

Post:                        Logistics/Volunteer Co-ordinator
Contract Period:   Freelance contract for 60 days’ work from January to July 2019 (time variable and to be agreed, but full time during the Festival)
Fee:                         £4,275
Based at:                Derby Book Festival Office, 67 Bridge Street, Derby
Responsible to:     Festival Director
Responsible for:    Volunteers

The Role
We are recruiting for a Logistics/Volunteer Co-ordinator for our 2019 Festival. The role is a temporary freelance position running from January to July 2019.

The post includes the management of the Festival volunteer programme (including recruitment, selection and training, deployment and support during the Festival) and the management of  the logistics of running the Festival (including management of events and arrangements at each venue). The role consists of 60 days’ work with a fee of £4275. Further information can be found in the job description below.

About the Festival
In just five years Derby Book Festival has established itself as the largest and most successful literature festival in the East Midlands, with ticket sales doubling since its inception. Its success and reputation continues to grow with a programme of events for all ages and interests. We aim to organise another diverse, accessible and high-quality programme in 2019 with a wide range of writers, from internationally renowned authors to exciting new talent.

We work closely with arts organisations across the city and have a range of venues: from the beautiful Derby Cathedral which seats 600 people, to the 550-seater Derby Theatre, to spaces accommodating 230 to 100 people and fewer.

To give you an idea of the success of our 2018 Festival:

  • 106 events in 19 venues across the city over 9 days
  • Almost 7,000 tickets sold – an increase of 25% on 2017
  • 41% increase on 2017’s Festival book sales with Waterstones and Blackwells
  • 91% events rated as Excellent or Good
  • 107 mentions in national, local and regional press

Our first four Festivals have included a broad range of writers including Simon Armitage, Joan Bakewell, Louis de Bernières, Sathnam Sanghera, Joanna Cannon, Tracy Chevalier, Sarah Churchwell, Ken Clarke, Carol Ann Duffy, Sebastian Faulks, Matt Haig, Sophie Hannah, John Hegley, Alan Johnson, Jon McGregor, Kate Mosse, Jenni Murray, James Naughtie, David Nicholls, Matthew Parris, Sarah Perry, Sunjeev Sahota, Sarah Waters and Alison Weir.

Here is a link to a slide show which gives you a flavour of our 2018 Festival, and you can find more information at our website: http://www.derbybookfestival.co.uk/.

Job Description: Key Responsibilities


  • To manage the Festival volunteer programme including recruitment, selection and training, deployment and support during the Festival.
  • To manage the logistics of running the Festival including management of events and arrangements at each venue.


  • Recruitment of volunteers – leads and regular
  • Selection and interviewing of volunteers
  • Organisation and management of Lead Volunteer meetings
  • Organisation of Volunteer Training sessions
  • Update Volunteer Handbooks and packs
  • Organisation of Volunteer equipment – Tshirts, bags and badges
  • Communication with and identification of Volunteers’ availability
  • Production of Festival rota and allocation of volunteers to events
  • Creation of Event forms for each event with relevant DBF lead
  • Liaison with Lead Volunteer and regulars for Event forms
  • Brief Volunteers before the start of each shift
  • Manage volunteers during the Festival
  • Arrange volunteer cover as required
  • Organise refreshments and break out area for volunteers during the Festival at each venue
  • Organise allocation of complimentary tickets to volunteers
  • Review volunteers’ performance at end of the Festival
  • Manage volunteers’ Facebook page
  • Liaise with each venue to agree use of space within each for events, Green Room and volunteer break out area
  • Manage refreshments for volunteers at each event during the Festival


  • Liaise with each venue to organise requirements for each event eg. Stage layout, Green Room, sound, AV etc.
  • Manage refreshments for authors at each event during the Festival
  • Management stock levels of merchandise at each event
  • Manage logistics for branding of each event eg. tablecloths, pop up banners
  • Manage erection of feather banners and updating of A board/s at each venue
  • Manage any transport needs for equipment
  • Manage all transport and accommodation for authors and interviewers
  • Manage all refreshments for Festival events such as the Festival Lunch and Afternoon Teas/Morning Coffees.


  • Any other services relevant to the broad outline and commensurate with the contract fee.

Essential Qualities/Experience

  • Ability to work cooperatively whilst taking leadership responsibility
  • A love of books and an understanding of their power to inspire
  • Outstanding administrative / organisational skills
  • Excellent IT skills including Word and Excel, and willingness to become efficient in new systems
  • Ability to multi-task and manage different priorities
  • The ability to meet deadlines and remain calm under pressure
  • Excellent people and communication skills
  • Awareness of equal opportunities issues
  • Resourceful with the ability to work as part of a team or on own initiative as the situation requires.

Desirable Skills and Experience

  • Experience of working in an arts or festival environment
  • Experience of recruiting and leading a volunteer team

To apply, please send a CV and covering letter to Roxanne@derbybookfestival.co.uk
or by post to Derby Book Festival, 13 Lavender Row, Derby, DE22 1DF.

Deadline for applications: 5pm on  Friday 14 December 2018.

Interviews will take place on Wednesday 19 December 2018 at Derby Book Festival’s offices.

If you have any questions about the role, please contact Theresa Keogh, Festival Director, on 07853214913 or email: theresa@derbybookfestival.co.uk

Derby Book Festival

29 May – 6 June 2020

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Derby Book Festival is a Charitable Incorporated Organisation registered with the Charity Commission for England & Wales Number 1159763