Young People in the Arts Committee Recruitment 2021-2022

Roles available: Project Managers, Assistant Project Managers, Assistant Marketing Managers, Regional Ambassadors & Administrative Manager

About Young People in the Arts
Young People in the Arts (YPIA) is a social network for arts professionals at the outset of their careers. We run a regular programme of talks, professional development opportunities, and networking events where young professionals can learn about the arts sector and get a chance to connect with experienced and inspiring speakers from within and outside their field. YPIA has a broad membership base covering all major arts disciplines, and we programme events across the UK. We have moved our programme of events online since March 2020, and expect the 2021-2022 season to be a mixture of online and in person events.

About the positions
YPIA is run by a committee of c.30 friendly volunteers who are all involved in organising events as part of the season, encompassing planning, marketing, administration and relationship building. We are currently looking to take on some new volunteers to join our committee to help us with the planning and delivery of our season of events from September 2021 to July 2022.

We are recruiting for five different roles which are outlined below: Project Managers, Assistant Project Managers, Assistant Marketing Managers, Regional Ambassadors and an Administrative Manager. 

Project Manager
Reports to: Director of Planning

• Support the planning and delivery of our season of events in 2021-2022
• Submit event ideas to the Director of Planning in advance of committee meetings
• Lead on the organisation of an agreed number of events as part of the 2021-2022 season (normally 2 to 3 events), managing a team of Assistant Project Managers
• Design event plans by researching and exploring options for speakers, venues and themes
• For online events, lead on the setup of the event platform (typically Zoom) and work with Marketing Managers to ensure details are communicated to bookers
• For in person events, liaise with venues which are typically prominent cultural locations in central London
• Lead on approaching speakers for events, ensuring a balanced and diverse panel
• Work in close collaboration with Marketing Managers and Assistant Marketing Managers on the promotion of events
• Assist event chairs with shaping topics and questions
• Manage the guest list for events, including YPIA committee RSVPs
• Lead on the delivery of events on the night, assigning roles as appropriate
• Attend YPIA events throughout the season

Assistant Project Manager
Reports to: Director of Planning and Project Managers

• Assist with the planning and delivery of our season of events in 2021-2022
• Submit event ideas to the Director of Planning in advance of committee meetings
• Support with the design of event plans by researching and exploring options for speakers, venues and themes as directed by Project Managers
• Approach and liaise with speakers for events in collaboration with Project Managers
• Assist with venue research and liaison for in person events, or technical set up for online events
• Prepare handouts for events
• Research and book areas for post-event networking drinks for in person events
• Support delivery on the night of the event, including monitoring the guestlist, providing technical support and potentially some public speaking
• Attend YPIA events throughout the season

Assistant Marketing Manager
Reports to: Director of Communications and Marketing Managers

• Post on social media (Facebook, Twitter, Instagram and LinkedIn)
• Write and collate copy for our website and newsletters
• Commission copy for the YPIA Blog
• Oversee effective implementation of marketing plans for each of our events
• Explore options for new types of marketing campaigns and shape an improved social media strategy
• Maintain our marketing contact lists
• Assist with the creation and promotion of the YPIA podcast 
• Attend YPIA events throughout the season

Regional Ambassador
Reports to: Director of Finance and Regional Partnerships

• Supporting the planning and delivery of our season of events in the 2021-22 season
• Submitting event proposals to the Directors
• Designing event plans by researching and exploring options for venues and themes and speakers if necessary;
• Liaising with venues (for in-person events), which can be prominent cultural locations and bars in your city base;
• Recruiting and liaising with any speakers, who are often renowned cultural and creative professionals in the UK;
• For online events, lead on the setup of the event platform (typically Zoom) and work with Marketing Team to ensure details are communicated to bookers
• Creating and utilising networks in your city/region to promote your event;
• Running the delivery on the night of the event, including registering guests, setting up rooms and audio, organising handouts, and public speaking as required.

Administration Manager
Reports to: Director of Finance and Partnerships

• Assisting with the administration of YPIA
• Managing the Opportunities page on the YPIA website; liaising with people who want to advertise jobs, uploading adverts onto the website, coordinating invoices for job adverts
• Liaising with the YPIA website administrators
• Dealing with incoming enquiries from members, prospective members and general enquiries
• Coordination and booking of committee meetings
• Other ad-hoc administrative tasks as and when requested
• Opportunity to get involved with planning and/or marketing of events if interested

Person specification
We are looking for enthusiastic new committee members from across the arts industries who are keen to dedicate some of their time and creative ideas to organising events for YPIA as well as growing our cultural network, while developing experience and learning new skills. We seek people who are not afraid to use their initiative, and who demonstrate enthusiasm for working in the arts. Having a good knowledge of current issues in the arts sector is desirable, and so is previous experience of organising, administrating and/or marketing events. We are also keen to hear from people with video or audio editing skills.

Practical details
The amount of time you spend on YPIA depends on how much time you’re willing to give, although we usually require you to be on the project teams of at least two events per season. Typically, this means you wouldn’t spend more than four hours per week on YPIA business, and probably much less during periods in which you don’t help to run an event. The current committee all do this alongside full-time jobs, so if you don’t mind giving up a few hours of your time, it is perfectly doable. Full committee meetings take place approximately three times a year, and are held online or in a Central London venue on weekdays after work, typically from 18:30-20:00.

If you require financial assistance with travel expenses to attend any meetings or events once we return to in person activity, Young People in the Arts may be able to provide assistance. Please email Esther Poole esther@ypia.co.uk if you have any questions about this.

Benefits of joining the YPIA committee

• Fantastic opportunity to develop new skills and experience outside of your work or area of expertise in a nurturing and friendly environment.
• Chance to work with like minded professionals and increase personal networks.
• Direct contact with prominent cultural and creative professionals across the industry.
• Opportunity to contribute to the development and curation of a season of events.
• Boost your CV in a competitive job market.
• Free access to all YPIA events.

To apply
Please send us your CV and a short covering letter or video detailing which position you are applying for, what you think you would bring to the team and what you hope to learn from volunteering with us.

The application deadline is 12 midday on Friday 14 May, and interviews will be planned remotely via Zoom after working hours from 18 May.

Please submit your application to Rebecca Johns at rebeccaj@ypia.co.uk