Common Field

Convening Manager
Due May 7 2018

Common Field Job Description
Convening Manager
(Posted April 15, 2018)

Download a PDF of the full job description.

The Common Field Convening Manager serves as the primary organizer for Common Field’s Convening. The 2019 Convening will take place in Philadelphia, PA from April 25- 28, 2019. The Convening is organized collaboratively with the Common Field staff team, an alliance of network member organizations in the location the Conevning takes place, a Convening Coordinator based in the Convening location, a national convening team, and through an open call to the field-wide membership network.

The Common Field Convening is an itinerant gathering created by and for the field of visual artists' organizations that brings together 400+ organizers from across the country. The three-day program includes conversation sessions, workshops, tours, and celebrations. The Convening explores the values and practices of experimental artists' organizations working today. The program incorporates a variety of formats for intimate conversation, peer-to-peer exchange, and cross-pollination of participants. The Common Field Convening has taken place in New Orleans 2013, Minneapolis 2015, Miami 2016, and Los Angeles 2017.

RESPONSIBILITIES include but are not limited to:

-Oversee convening logistics and develop master production schedule and plan
-Responsible for meeting of goals and deadlines of the Convening project
-Ensure the project is realized within budget parameters
-Work with the Executive Director to ensure fluid communication and organized project systems
-Manage Convening project master timeline and schedule
-Manage Convening Coordinator, Convening Assistant and other support staff team
-Work as part of the Los Angeles based Common Field staff team with the Executive Director, Communications & Membership Manager, and growing team.

Venues, Accommodations, Hospitality
-Contract vendors for the convening including catering and hospitality (for meals served to Convening attendees), equipment and supply rentals, transportation, documentation and technology
-Responsible for working with local Convening Coordinator to secure and rent primary and secondary convening venues for meetings and programs for the duration of the convening event. Serve as the main point of contact with venue managers
-Secure sites with input from collaborative local/board/team review, manage contracts, ensure timely payments
-Coordinate master convening schedule and needs with all vendors and sites to ensure maximum experience of attendees
-Oversee Convening Coordinator to secure a variety of affordable housing options for out of town attendees including hotels and house-shares in close proximity to primary convening venue.
-Work with Convening Coordinator to identify and contract Convening caterers to provide dinner on Thursday 4/25, breakfast, lunch and coffee on Friday and Saturday 4/26 and 4/27.

Convening Ticketing and Registration
-Set up Convening ticket portal on Eventbrite
-Manage all ticketing and registration details
-Ensure registration of all presenters, organizers, scholarship recipients, partners, guests and ticket buyers
-Collaborate with the Communications and Membership Manager to pass off registration information for publication on the website, the development of badges, and for use as needed.

Programs: Open Call, Sessions, Pre-Convening/Network Gatherings, Projects and Evening Events
-Manage National Open Call for Session Proposals to national network and Philadelphia partnership network. . Oversee the development of the portal, manage submission questions and FAQ’s, prepare information for review by a national jury and communicate decisions back to applicants.
-Work with selected session organizers to organize all session details, register presenters and finalize information to share with the public on the Common Field website and Convening printed guide.
-Work with Convening Partners to connect to local community programming on Thursday 4/25 and Sunday 4/28
-Support coordination of Thursday 4/25 Network Gatherings and other pre-convening programs
-Manage local Coordinator to organize Satellite Dinner program for Friday evening 4/26
-Oversee coordination of Saturday evening event and party
-Organize program content for website, welcome guide, and convening guide and pass off to Communications Manager who manages development, design and production of materials.

-Pass off project details in a timely manner to Communications and Membership Manager to effectively manage and produce elements of the convening project including website, signage, printed guides, press releases and design details.
-Organize convening details, partners, logistics and general information for all related communication needs.

-Work with a local Convening Coordinator to create a volunteer schedule and recruit and manage volunteers

-Work with Common Field Executive Director to develop meeting agendas and deadlines
-Attend partner planning meetings
-Attend weekly check-ins and meeting with Common Field staff
-Coordinate invoices and contracts
-Manage post-convening wrap up
-Work with ED to review, edit and assemble reports, feedback, and assessments
-Assist in all other convening areas as necessary

-Experience in the alternative artist space, artist-run or non-profit sector / 3-5+ years
-Knowledge and familiarity with the field, organizations, research and arts organizing ecosystem
-Reliable, responsible, highly organized, detail oriented
-Capacity for organizing logistics and tracking detailed information
-Thoughtful and excellent written and verbal communicator
-Capacity for copy editing and review and strong design sensibility
-Independent self-starter who is inventive and takes initiative
-Willing to do both practical coordination as well as be a participant in brainstorming and leadership

-This position is based in Los Angeles, CA. Common Field’s Los Angeles Office is based in Chinatown.
-This is a Non-Exempt, Employee, part-time, hourly position
-This position is 20 hours a week. During the April 2019 Convening, Convening Manager position will shift to full-time with overtime for two weeks.
-Occasional travel required.
-Compensation will be negotiated commensurate with qualifications and experience.
-A benefits package will also be provided including paid time off and health insurance. -Convening Manager must be able to attend the Common Field Convening in Philadelphia
-Employee must provide their own computer.
-Common Field supports ongoing employee professional development and funds these activities whenever possible.

To apply, please email a letter of interest, resume/cv, and three personal references as a SINGLE PDF with subject line YOUR NAME: Common Field Job Search to Applications received by April 30 2018 will be given priority consideration. Position open until filled. Incomplete applications will not be considered.

Common Field is a national network of independent visual artists’ organizations and organizers that connects, supports, and advocates for the artist-centered field. Founded in 2013 and launched in 2015, the Common Field network has 700+ members across 44 states. Common Field organizes as a field in order to strengthen one another through collective action, shared information, and mutual support. Together, the Network is connecting, collaborating, and making the field visible. Our vision is to increase understanding, involvement and knowledge of artists organizations and their value, and increase their capacity through national connectivity, dialog understanding and support.

Common Field is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees.

Policy prohibits discrimination in any employment decision based on race, religious creed, color, national origin or ancestry, disability, marital status, gender, age, sexual orientation or any other basis protected by federal, state or local law or ordinance.