Help Needed - Proms Chair Role Spec

Chair of Shipston Proms – Role Description

Overview

The Chair of Shipston Proms leads the committee in delivering the annual fortnight of musical events that bring the whole community together. It’s a busy but deeply rewarding role for someone who is passionate about Shipston, organised, energetic, and confident leading from the front.

The Chair is elected by the committee at the AGM and serves a term of one year or more!.

Key Responsibilities

Leadership & Meetings

Lead monthly committee meetings and set agendas.

Liaise with sub-committees once elected (Sponsorship, Friends of the Proms, Raffle, Marketing, etc.).

Represent Shipston Proms externally, including at the Town Council AGM.

Programming & Events

Book venues, performers, and any events not otherwise delegated.

Arrange contracts, payments, and riders for musicians where appropriate.

Oversee PA, lighting, staging, and technical requirements.

Finalise the fortnight programme of events, ensuring a good flow and minimal clashes.

Be present and visible at as many events as possible, acting as MC or public speaker when needed.

Logistics & Operations

Organise licences (premises, alcohol, etc.) as required.

Oversee ticketing arrangements, bar provision, and t-shirt ordering.

Coordinate set-up/door/raffle/bucket/ticket/bar rotas across events.

Check cash management and liaise with the Treasurer on floats and payments.

Book final night trailer, and check in with logistics manager/secretary re fencing, toilets, food vendors, road closure, health and safety, etc

Marketing & Communications

Sign off marketing and publicity materials.

Proof and approve the event programme and website updates.

Oversee programme distribution and liaise with local shops and businesses.

Monitor and respond to Proms emails.

Community & Fundraising

Liaise with sponsors, bars, and regular venues to maintain strong partnerships and book musicians where possible.

Fundraising activities such as raffles, shop competitions, and Friends of the Proms initiatives. Oversee/delegate or do.

Encourage new ideas and events that keep the Proms fresh and exciting.

Strategic & Governance bits

Set the vision and tone – making sure the Proms keeps aligned with its mission (community music for all).

Oversee the committee as a whole – not just tasks, but keeping morale high and resolving conflicts if they arise.

Succession planning – encouraging new volunteers and identifying future leaders

Compliance & safeguarding – ensuring policies are followed, risk assessments are in place, and insurance is covered with help from the secreatry.

Financial oversight

Makes sure budgets are in place and events are financially viable.

Signs off major spending decisions.

External relations

Acting as the public face of the Proms:

Liaising with local press and media (or at least approving interviews/press releases).

Building links with schools, businesses, and other community groups to keep the Proms inclusive and well-supported.

Post-festival duties

Leading the wash up / review meeting to capture lessons learned.

Sending out thanks (to sponsors, performers, volunteers, venues, etc.).

Supporting the Treasurer in final reporting

Skills & Qualities Needed

Highly organised with strong time-management skills.

Confident public speaker, comfortable addressing large audiences (1000+).

Energetic, enthusiastic, and passionate about the local community.

Able to lead and motivate volunteers.

Good communicator and decision-maker.

Time Commitment

Monthly evening committee meetings throughout the year.

Additional time for planning, liaising, and correspondence (approx. a few hours per week, more in the months leading up to the Proms).

Daily commitment during the fortnight of events.

Support Available

An elected committee covering sponsorship, marketing, raffle, Friends of the Proms, and more.

Outgoing Chair (Charlotte) will remain on the committee in an informal supportive role.

Volunteers to share operational responsibilities.

Why Become Chair?

This is a unique and fulfilling opportunity to lead one of Shipston’s most loved community events. You’ll:

See the town come alive with music across two weeks of events.

Make a real difference in bringing people together.

Develop leadership and public-speaking skills.

Work with a passionate, supportive committee and community.

Experience the pride of delivering a festival that attracts thousands and showcases the very best of Shipston.