Lot 2 - Arts and Cultural Project Co-ordination Services

The Contracting Authority seeks to establish a panel to engage the services of providers of Arts and Cultural Project Co-ordination Services within the Dublin City Council administrative area. Successful Panel members will follow a process of engagement and development, guiding projects from conception through to delivery and review. Project Managers act as advocate, broker, negotiator and matchmaker, are strategic thinkers who can take decisions, thrive on the unexpected and manage complex, overlapping priorities.  An example and an Arts and Cultural project would be for the new public art commissioning process titled Citizen Commissioners. However, Arts projects can be on a smaller or larger scale but will involve co-ordinating a project either from conception through to execution, or at a point within that process. 

The successful Panel member will be required to deliver one, some or all of the following as part of Arts and Cultural Project Co-ordination services:

• Engage with relevant Dublin City Council staff members, agreed steering groups or other reporting/advisory structures and other relevant stakeholders in support of project development, goals and timescales as required
• Develop a project plan or a plan for the next stages of the project depending on what point the project is at, including a written project methodology with timelines
• Develop and implement engagement processes, call-outs or consultation to inform the development of ideas, participants and resources for projects.
• Build relationships at local level with citizens, community groups and partners
• Schedule and facilitate stakeholder meetings, record outcomes, devise plans in agreement with the relevant stakeholder groups/decision makers
• Work collaboratively to support, co-design and deliver projects that are innovative and inspirational
• Where resources are restricted, collaborate with DCC and stakeholders to manage expectations and be creative with available resources

• Work to source and/or support commissioned artists in the creation and delivery of the work , agreeing milestones
• Work to collect feedback from artists and other creative partners for documentation and promotion of the process and evolving project
• Acting as a broker between the artist and the commissioner and key stakeholders

• Devise briefs for open calls in collaboration with the relevant group, culminating in the programming of a series of cross artform mini commissions with artists
• Oversee and/or have an ability to work with all aspects of project delivery, including budget management, sub-contract negotiations, and production coordination. Manage events that are planned as part of projects, including coordinating logistics, managing budgets, and liaising with creative and other contractors as relevant to  deliver successful and impactful events, incorporating eco-friendly practices such as reducing waste, sourcing local materials, and ensuring energy efficiency.
• Project administration including writing briefs for call outs, processing applications, agreeing engagements, budget management and reporting (including funding reporting and drawdown processes
• Managing permissions and reporting procedures
• Monitoring and evaluation report to assess success and inform future development
• Ensure all programme activities take place within a secure and safe environment in line with Dublin City Council’s policies and guidelines (e.g. Health & Safety, Child Protection)
• Provide plans and reports as necessary for the City Arts Office and our partners
• Assist in collecting feedback and supporting materials from participants, artists, other relevant stakeholders for documentation and promotion of the Citizen Commissioners scheme

• Develop a communication strategy/methodology to publicly share the work being done
• Prepare and provide access to and detail on marketing and promotional opportunities that arise from projects; support Public Relations and public awareness campaigns throughout across multiple channels
• Coordinate press and promotional campaigns to reach target audiences.

• Identify and secure appropriate venues, public spaces, and alternative locations within Dublin for programming. Ensure that spaces are accessible and suitable for the artistic works being presented.
• Arrange site visits for site-specific work with artists and appropriate technical and other representatives of the Council
• Where relevant oversee installation including site research and preparation issues in collaboration with lead artists