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Project and Office Manager

  • Full Time
  • Glasgow, UK
  • Posted 3 months ago
  • 36,000
  • Closes December 23, 2020
  • Applications have closed.

dounetherabbit Festival Beverage and Property Services Ltd

Festival Beverage and Property Services Ltd (FBPS) is looking for an organised and efficient Project Manager for the annual Doune the Rabbit Hole Festival (DTRH) to base themselves from our office space in Glasgow, which they would also manage.

Doune the Rabbit Hole is a large-scale family and dog friendly outdoor music festival in Stirlingshire, Scotland, to be held over 15-18th July 2021 (rescheduled from July 2020, for obvious reasons), with an anticipated maximum capacity of 10,000 people. So far this year confirmed artists include Belle & Sebastian, John Cale, Peatbog Faeries, and a lot more (see – www.dounetherabbithole.co.uk). Following the previous year’s successes and a steady growth following significant investment in 2018 & 2019, the festival hopes to continue to grow beyond 2021 and are looking for an experienced Project Manager to take the event into the post-covid future as Scotland’s Best Family Friendly Festival in what is an exciting time in the development of the event.

Working closely with the rest of the Management Team (Operations, Production, Marketing, Booking & Site Managers) and our Director, you will help frame the overall vision for the event and ensure it is achieved whilst juggling environmental concerns, health and safety, tight budgets, the considerations of Stirling Council, the local community, the emergency services and Cardross Estate; where the festival is held.

The FBPS office in Govan is used by the DTRH team to plan the festival. This office usually is transplanted into temporary accommodation on the festival field and part of this role is in managing that transition and then relocation, as well as managing the day-to-day office environment year-round. The space is very useful for hosting larger meetings, although going forward this may need to be reviewed under the current circumstances. We hope to sub-hire some of our available space to different tenants for a variety of purposes in the near future, and we would like to find a Project Manager who would be open to sharing ideas of how that space could be used, as well as managing the space alongside their festival and office duties going forward.

We are aware of the huge resource-list we have as a result of operating DTRH and as such are open to FBPS Ltd running more events in future years (DTRH and Eden Festival are the only two events we are currently involved in). We hope to find a Project & Office Manager who would be keen to identify new event opportunities, and would be happy working towards an extension of their hours should we raise the workload of the organisation.

Roles and Responsibilities:

As DTRH Project Manager:

– Lead event planning with support from the team, working on budgets, recruitment and resources.
– Set goals and objectives for the team, producing schedules and timelines for tasks.
– Select, lead and motivate our team to produce Scotland’s best family friendly festival.
– Coordinate the team to keep them on track and keep the project on budget.
– Carry out monitoring and control activities in order to track the team’s progress.
– Identify and manage risks to ensure delivery is on time and of high quality.
– Always have an eye on maximising revenue in line with the company ethos.
– Exploring ways to achieve a smaller carbon footprint and minimise our environmental impact as an organisation as a whole.
– Implement any necessary changes throughout the calendar year.
– Liaise with a variety of Local Authority Departments to ensure all our plans are in complete compliance with LA guidelines.
– Identify new opportunities for sponsorship and fundraising for our events.
– Maintain good relations with all key stakeholders.
– Report regularly to the Director and the rest of the Management Team.
– Producing Event Documentation & Risk Assessments – Collaborative with Operations team.
– Organising regular Management meetings – and ensuring minutes are taken for each.
– Team Task Management & E-mail account management. Ensuring Policies & Procedures documentation is kept up to date.
– Collating info for, and ensuring regular “Douneloads” are sent (updates to the wider DTRH team).
– Working with the rest of the team, when necessary, to manage and recruit new team members.
– Post-Festival: Evaluating successes and challenges to enhance the team’s learning for the next event.
– Work with our team and the Director to not only maintain, but improve the DTRH experience across the board.
– Working with the Director and management to conceptualize new events.

On-Site Festival Office Manager:

– Management of stationery & office equipment.
– Onsite management of radios & radio etiquette.
– Onsite management of vehicle keys.
– Management of day-to-day runnings of office.
– Fixed point of contact as ‘BOH Info’, on-call throughout the event.
– Onsite Co-Liaison for various contractors, deliveries and agencies, including but not limited to, our acoustic consultants, first aid and welfare, SC Environmental Health, vehicle hire firms, our in house H&S team, etc.
– Responsible for ensuring the “Noise Phone” is working and manned for the duration of the event.
– Having a working knowledge of the following: Prod Schedule, Operations, Traffic, H&S, Security, Volunteers & Crew, Event Programme, Artist Liaison.
– Supporting Operations, Production, and Site Teams where necessary.
– Management of Festival Office Assistants.
– Ultimately responsible for ensuring all necessary office equipment is taken to the event and returned accounted for.

Management of the FBPS office in Glasgow:

– General housekeeping of the office – data protection / ordering stationary / health and safety / billing and rent or upkeep payments.
– Management of office storage.
– Management of office mail.
– Supervision of the management of our shared, sub-hired office space with our tenants and associated tasks.

Experience and skills required:

– Previous experience of working as a Project Manager on a large-scale outdoor event with a cap of +10k.
– Excellent attention to detail and strong technical skills.
– Ability to manage own workload.
– Desire and commitment to working in the events industry.
– Exemplary and highly driven work ethic.
– Experienced in producing management documentation and event plans.
– Articulate, numerate, and able to maintain the highest degree of integrity and confidentiality. Able to work under pressure to meet specific time deadlines.
– Excellent problem solving, planning and time management skills. Strong team player with a can-do attitude towards the daily challenges of a busy work environment.
– Strong leadership skills.


– Degree Qualified
– Full UK Driving Licence


Average 28 Hours Per Week, although this will vary throughout the year with the weeks surrounding the event needing significantly more time than midwinter.


£36k Pro Rata.

Application, Interview & Next Steps:

To apply please send your CV and a covering email by 23rd December, 2020 to jamie@dounetherabbithole.co.uk.

The interview will be held in Glasgow in mid-January and will consist of meeting the Project Manager, Director and possibly other members of the team and our event partners to discuss the role, your previous experience and plans for the position. Depending on the restrictions at the time this will either be in person or on Zoom.