Help needed - Logistics, Friends Secretary & Sponsorship

Logistics Manager

Overview

The Logistics Manager plays a hands-on role in ensuring all the practical elements of Shipston Proms are in place. From skips to signage, fencing to vans, this role is vital in keeping everything running smoothly behind the scenes.

Key Responsibilities

Book skip hire and liaise with providers.

Arrange Heras fencing for the Last Night and other events.

Book van hire for the Last Night and act as main driver.

Liaise with Max regarding skip for the Last Night.

Collect and distribute bins for events.

Organise roadside sign erection before events and removal afterwards.

Skills & Qualities Needed

Practical, reliable, and organised.

Happy to roll up sleeves and get stuck in.

Confident driving a van (clean driving licence required).

Good communication with suppliers and committee members.

Time Commitment

Light duties throughout the year (mainly bookings).

Busy period in the run-up to and during the Proms fortnight.

Why Volunteer?

If you enjoy being hands-on, solving problems, and making sure things get done, this role puts you at the very heart of the Proms — helping make the magic happen behind the scenes.

Friends Secretary

Overview

The Friends of the Proms scheme is vital in supporting the festival each year. The Friends Coordinator manages the scheme, looking after existing members, welcoming new ones, and making sure they feel valued.

This is a rewarding role for someone who is organised, friendly, and enjoys connecting with people.

Key Responsibilities

Liaise with existing Friends by letter or email.

Process new subscriptions and promote the scheme to attract new members.

Oversee the financial side of memberships (working with the Treasurer).

Manage and distribute Friends’ badges, ensuring members receive their benefits.

Report regularly back to the committee.

Skills & Qualities Needed

Organised and reliable with good attention to detail.

Friendly communicator (written and in person).

Comfortable handling small amounts of money and keeping simple records.

Proactive in promoting the scheme and encouraging new supporters.

Time Commitment

A few hours each month throughout the year.

More active in the run-up to and during the Proms fortnight.

Why Volunteer?

This is a great role for someone who wants to help sustain the Proms financially, build strong supporter relationships, and be part of the festival’s continued success.

Sponsorship Lead

Overview

The Sponsorship Lead is a vital role in securing the financial support that keeps Shipston Proms running year after year. This person manages relationships with existing sponsors, seeks new supporters, and ensures all sponsor benefits are delivered. It’s perfect for someone organised, confident in communication, and enthusiastic about the Proms and its community impact.

Key Responsibilities

Sponsorship Management & Relationship Building

Maintain relationships with existing sponsors, ensuring their benefits are delivered and they feel valued.

Find and approach new sponsors to grow support for the Proms, ideally with a subcommittee.

Greet sponsors at events and act as their main point of contact.

Follow up post-festival with thank-you notes or reports summarising the impact of their support.

Financial & Administrative Duties

Work with the Treasurer to manage sponsorship invoices and payments.

Keep accurate records of sponsor commitments and payments.

Ensure sponsorship agreements or contracts are clear and properly documented.

Marketing & Promotional Duties

Ensure that all promoted materials correctly display sponsor details, logos, and acknowledgements.

Provide sponsors’ information to programme printers, marketing leads, and other relevant committee members.

Check materials before printing or publishing to ensure accuracy.

Coordinate with press, social media, and marketing leads to give sponsors exposure across digital and traditional channels.

Strategy & Planning

Help develop sponsorship strategy, including tiered packages, pricing, and benefits.

Identify opportunities for new sponsorships aligned with the Proms’ programme and values.

Report to the committee on sponsorship progress and gaps, recommending actions as needed.

Team & Volunteer Coordination

Manage any subcommittee or volunteers supporting sponsorship activities.

Delegate tasks such as chasing invoices, sending communications, or preparing marketing materials.

Skills & Qualities Needed

Excellent communication and relationship-building skills.

Highly organised, with strong attention to detail.

Confident networking and presenting sponsorship opportunities.

Ability to manage multiple tasks and deadlines simultaneously.

Diplomacy, reliability, and a proactive approach.

Enthusiastic about supporting a community music festival.

Time Commitment

Monthly committee meetings throughout the year.

Ongoing communication with sponsors, especially leading up to the Proms.

Active involvement during the Proms fortnight to meet sponsors and ensure visibility of benefits.

Why Volunteer?

This is a unique opportunity to work at the heart of Shipston Proms, building relationships with local businesses, helping the festival thrive, and contributing directly to the town’s cultural life.