Production Coordinator

Job Title:

Production Coordinator

Organization:

Indian Summer Festival

Deadline:

Apr. 15, 2026

Organization Description:

Indian Summer Festival (ISF) is a not-for-profit secular arts organization and registered charity. We are dedicated to the exceptional creativity of South Asian arts and artists. Through our programming, we push boundaries and merge worlds. Our approach to programming is unique and embraces the complex diversity of South Asian voices and cultures. Curating through a South Asian lens, we centre and amplify diverse South Asian artists in conversation with BIMPOC artists, especially those from Black and Indigenous communities. Driven by care and curiosity, we nurture artistic exploration and innovation, expanding the possibilities of South Asian art and performance.

Website:

https://indiansummerfest.ca/careers

Job Description:

The Production Coordinator role will work closely with the Festival Producer in successfully executing the 2026 Indian Summer Festival. This role is responsible for coordinating and executing production and technical logistics, including artist communications, on-site volunteer coordination, and administrative support as needed. They will play a key role in ensuring all aspects of the festival run smoothly, contributing to a seamless and positive experience for both artists and audiences. This is a full-time, seasonal role (late April-early Aug), generally working Mon-Fri office hours. However, the hours will vary and sometimes include evenings and weekends (particularly during the 10-day festival in July). On-location work, including lifting and carrying heavy objects, will be required for event/exhibition setups. The role reports to the Festival Producer and will occasionally work with the Executive Artistic Director, the Communications team and the volunteer coordinator to execute the festival vision and ensure overall success.

Responsibilities:

Production Logistics Support
- Assist with venue/location management, including coordinating timing, schedules, site access, load-in/load-out
- Manage festival rentals and delivery schedules and assist with pickups/drop-offs for equipment, rentals, and meals
- Provide on-site event support, including supply runs, venue setup, decor installation, transporting production/communications gear, managing production volunteers, and supporting artist hospitality (driver’s licence and access to a car preferred).
- Coordinate administrative aspects of production: take notes during meetings, update schedules and production documents, keep track of deliverables and schedules
- Assist Volunteer Coordinator with on-site festival volunteers management

Artist Communication
- Manage artist relationships and communication, liaise between artists and the ISF Production team, and oversee all associated technical and production logistics
- Prepare and share clear welcome packs and tech info packs with artists outlining event details, rehearsals, setups, schedules, and event links.
- Maintain an ‘Artist Master List’ with all relevant, up-to-date details, as well as the ‘Artist Section’ in ‘Production Notes’ for each event.
- Coordinate green room/backstage hospitality and manage artist tech riders.
- Coordinate with the Festival Producer to ensure timely and seamless artist payments.
- Collect and distribute artist information and production details between appropriate ISF team members (i.e., for use on the website, in marketing materials, production notes and planning, festival reporting etc.)

Administrative support
- Maintain master lists and contact sheets with all relevant, up-to-date details
- Ensure ongoing communication with the team, keeping everyone informed of production tasks and updates.
- Manage production paperwork, information flow, and record-keeping across departments.
- Prepare a brief final report summarizing work done, successes and areas of improvement including suggestions for the future, and participate in an exit interview
- Be a warm and welcoming point of contact for all production personnel, vendors, and artists

Qualifications:

- Have impeccable written and verbal communications skills, and provide samples of your writing
- Perform well under pressure and be able to handle situations on the fly
- Be active and comfortable with working outdoors and manual tasks (moving, lifting, carrying, unloading) with reasonable accommodations
- Have a strong work ethic and schedule flexibility
- Ideally, have a driver’s license and access to a vehicle
- Have some festival and/or event experience (this is a plus!)
- Be committed to equity, diversity, and inclusion practices
- Be a genuine lover of arts and culture and the world of live and digital events!

How to Apply:

Please apply with your cover letter and resume as a single pdf file to sakshi@indiansummerfest.ca. The deadline for applications is April 15th, 2026. We are alert and sensitive to the issue of fair and equitable treatment for all, and Indian Summer Arts Society has a special concern with the participation and advancement of members of four designated groups that have traditionally been disadvantaged in employment: people of the global majority (people of colour); Indigenous peoples; women, queer, and genderqueer people; and persons with disabilities. As a result, the Society reserves the right to give preferential treatment during the hiring process to such aforementioned groups in efforts to eliminate the underrepresentation of those designated groups in the workplace. We also request that if you have a disability or special need that requires accommodation, please let us know so we can do our best to meet your needs.

Remuneration:

$27.85/hr