Operations Manager (Event Access & Community Programs) - Vivid Sydney 2027, 2028, 2029

Overview Destination NSW is seeking the services of a Contractor to manage and deliver Operations Manager (Event Access and Community Programs) services for Vivid Sydney 2027, 2028 and 2029. Scope The Operations Manager – Event Access & Community Programs works collaboratively with the Vivid Sydney Festival Director, Head of Projects, Operations Manager – Infrastructure & Logistics, Production Manager, Light & Technical Manager and other relevant Destination NSW and Vivid Sydney staff to strategically plan, develop, manage and deliver key operational, access and community programs for Vivid Sydney. The role is responsible for the strategic and operational management of Vivid Sydney's Traffic & Pedestrian Management, Accessibility & Inclusion, Sustainability, Volunteer, Stakeholder & Community Engagement and Local Business Programs, ensuring these programs are effectively integrated into broader Festival planning and operations and delivered safely, efficiently, within approved budgets and in accordance with Destination NSW requirements. The role includes management of the Operations Coordinator – Event Access & Community Programs, specialist suppliers and contractors, program budgets, procurement and contracts, stakeholder relationships, operational planning, reporting and onsite event delivery. Position reports to: Head of Projects, Vivid Sydney Roles reporting to this position: Operations Coordinator – Event Access & Community Programs and relevant suppliers and contractors as required Team Leadership & Coordinator Management Provide day-to-day leadership, direction and supervision to the Operations Coordinator – Event Access & Community Programs Establish priorities, allocate workload and oversee the Coordinator's responsibilities across the Traffic & Pedestrian Management, Accessibility & Inclusion, Sustainability, Volunteer, Stakeholder & Community Engagement and Local Business Programs Monitor progress against project milestones and deliverables and provide guidance, feedback and support Support the Coordinator's professional development through coaching, knowledge sharing and capability-building opportunities Strategic Planning & Program Management Lead the strategic development, planning, coordination and delivery of the Traffic & Pedestrian Management, Accessibility & Inclusion, Sustainability, Volunteer, Stakeholder & Community Engagement and Local Business Programs Develop program strategies, implementation plans, schedules, milestones and operational requirements aligned with broader Vivid Sydney objectives Ensure program requirements are integrated into Festival-wide operational, production, marketing, communications and event delivery planning Identify program risks, dependencies and emerging issues and develop mitigation and contingency strategies Monitor program performance and lead post-event evaluation, debriefing and forward planning Traffic & Pedestrian Management Lead the planning, development and delivery of the Vivid Sydney Traffic & Pedestrian Management Program with the Head of Projects, contracted traffic management supplier, government agencies, landowners and internal stakeholders Oversee development and implementation of the approved Traffic & Pedestrian Management Plan, including road closures, pedestrian management arrangements, vehicle access and other traffic and transport requirements Lead consultation with government agencies, landowners, suppliers and stakeholders to identify and resolve traffic, transport and access requirements Ensure traffic and pedestrian management arrangements are communicated through stakeholder notifications, operational documentation, briefings and event communications Oversee onsite implementation throughout bump in, event delivery and bump out and manage and escalate operational issues Accessibility & Inclusion Lead the planning, development and delivery of Vivid Sydney's Accessibility & Inclusion Program Work with specialist accessibility advisors, people with lived experience, accessibility organisations, suppliers and internal teams to identify accessibility requirements and improvement opportunities Oversee planning and delivery of accessible infrastructure and services, including accessible viewing areas, quiet spaces, accessible facilities, transport and parking arrangements Manage development and distribution of accessibility information and resources, including the Accessibility Map, visitor information and accessible content Engage specialist accessibility advisors and organisations to undertake assessments, site audits and reviews, and coordinate implementation of agreed recommendations Provide and coordinate accessibility training, information and resources for staff, volunteers, contractors and event personnel Work with programming, production, marketing and content teams to support accessible and inclusive programming, communications and visitor experiences Lead post-event accessibility evaluation and reporting Sustainability Lead the planning, coordination, delivery and reporting of the Vivid Sydney Sustainability Program to minimise environmental impact Work with internal teams, specialist suppliers and stakeholders to implement initiatives across energy, emissions, waste, materials, water, transport, procurement and social impact Establish and manage sustainability data collection and reporting requirements for suppliers and stakeholders Monitor sustainability performance and ensure data is collected accurately and within timeframes Manage development and production of the annual Vivid Sydney Sustainability Report and other required reporting Coordinate renewable energy, Green Power, carbon offset and other environmental initiatives as required Identify opportunities to strengthen sustainability outcomes and embed sustainable practices Volunteer Program Lead the planning and operational delivery of the Vivid Sydney Volunteer Program with the appointed volunteer services provider and internal stakeholders Oversee volunteer recruitment, training, briefing, accreditation, uniforms, travel arrangements, workforce deployment, welfare, communications and recognition activities Manage operational requirements including the Volunteer Operations Centre, break areas, storage, catering and other volunteer facilities Review and facilitate approval of recruitment strategies, induction and training materials and operational management plans Lead volunteer inductions, briefings, site walkthroughs and recognition activities Monitor supplier performance and Volunteer Program delivery throughout the Festival and address operational issues Lead post-event evaluation and identify recommendations for future program delivery Stakeholder & Community Engagement Lead development and implementation of Vivid Sydney's Stakeholder & Community Engagement Program to minimise Festival impacts and maintain relationships with residents, businesses, landowners, precinct representatives and other affected stakeholders Develop, manage and implement the Vivid Sydney Stakeholder Notification Schedule, covering traffic and transport changes, site works, restricted access, creative activations and other impacts Build and maintain relationships with key stakeholders and lead ongoing engagement throughout planning and delivery Lead stakeholder meetings, briefings and working groups, capturing feedback and coordinating responses and actions Negotiate and facilitate access arrangements and operational solutions where Festival activities impact business-as-usual operations Oversee preparation, approval and distribution of stakeholder communications including information packs, road closure notifications, NSW Police notification letters, vehicle access information and letterbox drop materials Maintain accurate stakeholder contact information and oversee communications through approved CRM, database, email and other systems Local Business Program Lead the planning, development and delivery of the Vivid Sydney Local Business Program to encourage local business engagement and maximise opportunities from increased visitation across Vivid Sydney precincts Develop and implement strategies to increase business participation, including targeted outreach, briefings and information sessions Oversee participant registration, communications, program guidelines, timelines and business enquiries Work with Destination NSW marketing, digital and content teams to develop promotional campaigns for participating businesses Manage program logistics, suppliers and associated assets, including procurement, contracting and bump in/out requirements where applicable Ensure participating businesses are accurately represented across relevant platforms and maintain accurate participant and engagement data Lead post-event participant engagement, feedback collection, evaluation and reporting Procurement, Contract & Financial Management Prepare and manage approved program budgets, including scoping, forecasting, costing, financial monitoring, reporting and reconciliation Develop scopes of work and procurement documentation for specialist suppliers and contractors in accordance with Destination NSW procurement requirements Lead procurement processes and contribute to supplier evaluation, appointment and contract development Manage appointed suppliers and contractors across the portfolio, including deliverables, schedules, budgets, performance, compliance, reporting and issue resolution Ensure contracted goods and services are delivered to the required standard, schedule and approved budget Marketing, Communications & Program Promotion Work with Destination NSW Consumer Marketing, Editorial & Content and other relevant teams to develop marketing, digital, media, signage and collateral requirements across the portfolio Develop briefs and facilitate approvals for program communications, marketing materials, maps, signage and visitor information Identify opportunities to promote programs through Vivid Sydney digital channels, media, onsite touchpoints and other platforms Coordinate event content capture for future promotional and reporting purposes Collaborate with internal teams to support sponsorship and partnership opportunities associated with the programs and facilitate delivery of approved partnership rights and benefits Event Operations & Onsite Delivery Develop and contribute to event-specific production and operational schedules, including program-specific bump in, event and bump out requirements Oversee onsite suppliers and contractors to ensure contracted goods, infrastructure and services are delivered safely, to schedule, within budget and to the required standard Prepare, review and maintain operational documentation including schedules, call sheets, checklists, maps, briefing materials, contact lists and escalation procedures Ensure operational requirements including information points, wayfinding infrastructure, sign-in locations, storage, catering and other program facilities are appropriately planned and delivered Provide operational leadership and support throughout bump in, media preview activities, event operations and bump out Monitor operational issues and incidents and ensure appropriate resolution, communication and escalation procedures are followed Work within the Vivid Sydney Event Control Centre and/or Government Coordination Centre as required, supporting logging, communication and escalation of significant incidents, actions, decisions and outcomes Maintain accurate daily reports, incident records and other event documentation throughout the operational period Provide onsite operational support as required, including work outside normal business hours, overnight work, extended shifts and reasonable physical or manual duties associated with event delivery Reporting, Evaluation & Continuous Improvement Work with Destination NSW Research and relevant internal teams to support research and evaluation of the programs within the portfolio Establish appropriate data collection and reporting requirements for suppliers and program stakeholders Analyse program performance, stakeholder feedback, operational outcomes and available research to assess effectiveness and identify improvement opportunities Prepare and contribute to program reports, executive briefings, presentations, debrief documentation and recommendations Ensure lessons learned and agreed recommendations are documented and incorporated into future Festival planning Governance & Administration Maintain accurate and current project, procurement, contract, financial, stakeholder and operational documentation using approved Destination NSW systems, templates and document registers Ensure relevant approvals, records and critical project documentation are maintained throughout the planning and delivery lifecycle Ensure activities are undertaken in accordance with relevant Destination NSW policies, procedures, contractual obligations and event requirements Undertake other management, project, operational and administrative responsibilities reasonably required to support the successful planning and delivery of Vivid Sydney and as directed by Destination NSW Enquiries Primary Contact: Christina Klugt Email: christina.klugt@dnsw.com.au Phone: 02 9931 1111