Download Volunteer Programme

‘FRIENDS OF IIFA’ - PARTICIPANT PROGRAMME
The IIFA Weekend and Awards bring together over 500 members of the
Indian Film Industry in a celebration of Indian Cinema on a global platform.
The journey of the IIFA Awards started in London in 2000, and has since
travelled through Sun City, Malaysia, Dubai, Amsterdam, Madrid,
Yorkshire, Bangkok, Macau, Johannesburg, Colombo and Toronto. The 17th
annual IIFA Weekend and Awards will be taking place in Madrid.
From a one night celebration in 2000, the last sixteen years have seen the
International Indian Film Academy (IIFA) movement grow into a weekend
of events with film-festivals, workshops, fashion shows, exhibitions, filmshowcases, global business forums and sporting events, all of which climax
into the highlight of the weekend, the IIFA Awards.
As a part of our legacy program, IIFA recruits anything between 200-500
volunteers in the host destination who are known as ‘Friends of IIFA’. The
‘Friends of IIFA’ initiative was developed and started in 2007. This is an
opportunity for students, semi-professionals and professionals in the region
to get involved and experience what it takes for a weekend of events of this
scale and magnitude to be executed.
These individuals are selected from various walks of life to gain hands-on
experience in event planning, management, execution and to participate in
what has now become India’s biggest global media event with a multicultural audience across more than 100 countries and an average television
audience of over 800 million. This position enables the volunteers to support
IIFA and work at the various events hosted over the weekend. It brings
them in direct contact with a conglomeration of Indian and international film
stars, industry leaders, cinema fans, global media, respected business leaders
and government dignitaries. The role of a ‘Friend of IIFA’ is a vital and
well-respected part of the overall effort and team it takes to deliver a worldclass successful event such as IIFA.
Over the last 16 years, many of the volunteers have continued to join us on
our journey around the world as a volunteer. There have also been some
great opportunities given to exceptional members of the ‘Friends of IIFA’
program with the offer of permanent employment.
We are primarily recruiting volunteers this year that are available full-time
for a minimum of 15 days between 10th and 26th of June 2016
All volunteers are recruited via a screening process to establish certain
information about the individuals for both reference purposes as well as
suitable placement within the programme. The IIFA Weekend volunteer
programme is split into 17 different areas across the weekend & events
programme. It is always an endeavour to place people in relevant areas and
aspects of the project according to programme of study, experience or
interests.
Departments &Volunteer Duties
Below is a list of the different departments that will require volunteers
during the IIFA Weekend. Each of these includes a brief description of the
department, and the job responsibilities that the volunteers assigned to it are
required to undertake. The list of duties/responsibilities is by no means
exhaustive but gives you an overall idea of what each role is all about.
Volunteers are not allowed to select the department they wish to work in.
As mentioned above where possible they are assigned this according to
relevant education or experience but in some cases placement may have to
be done according to the project/department needs.
1. Project Management: The project management team is responsible
for overall management of planning and coordinating the events, both
between the team in Madrid & India, ministry and government
relations the events, and overseeing all details relating to the IIFA
Weekend & Awards in Madrid.
a. Assist in overall coordination of all events
b. Project administration
c. Serve as liaison between the project management team and the
different teams leading each event
d. Other general department related duties
2. Country of Hosting (COH): Each year, prospective territories
bidding to bring IIFA to their country send a contingent to the IIFA
Awards in order to understand the magnitude and the scope of the
event.
a. Responsible as a host/escort to one of the prospective COH
delegations that will be attending the IIFA Weekend
b. Manage their schedules, transport coordination and attendance
to all events
c. Host the COH delegation in Madrid and be responsible for
showcasing the best of IIFA Madrid to them
d. Other general department related duties
3. Artiste Management: The IIFA contingent consists of a large
number of film artistes and talent, and they are provided with
unparalleled attention and management from our team. Artiste
managers are assigned per artiste/s, to manage their time during the
IIFA Weekend effectively and ensure their needs are met as well as
satisfaction with the overall IIFA experience.
a. Assist artiste management to meet needs and requirements for
the artistes
b. Support artist requirements over the weekend, including
itineraries, transport, event attendance, dietary needs amongst
others
c. Maintain communication between the artiste/ artiste staff/ wiz
crew at events
d. Coordination between artiste management, ground travel,
security and hospitality team
e. Accompany artiste on off-site shoots and recreational activities
for support and coordination
f. Other general department related duties
4. Sponsor management: IIFA sponsors consist of private and public
organizations that share the global IIFA spotlight through a range of
sponsorship deals. These sponsors and partners of IIFA consist of
valued guests and working teams that need to be taken care of during
the weekend.
a. Assisting IIFA management to meet the expectations of sponsor
requirements and deliverables
b. Coordination of the sponsor branding at all IIFA Weekend
events
c. Assisting IIFA management with the sponsor executives
schedules, transportation and attendance to all events
d. Other general department related duties
5. PR and Media management: The IIFA Weekend and Awards
attracts media from all over the world. The PR team, which consists of
IIFA in-house staff and an external PR agency, are responsible for all
media management and press related activity during the weekend.
a. Preparation and distribution of press kits and goody bags for the
media.
b. Assisting in media accreditation process
c. General support at the media centre at the IIFA hotel
d. Assist and support at media check-in desk
e. Assisting event managers on the media briefings
f. Preparation and dissemination of press releases
g. Support for IIFA management/ PR agency at the press
conference
h. Coordination between IIFA/ government/ partner/ sponsor PR
and Comms teams
i. Distribution of media invitations
j. Other general department related duties
6. Ground Travel: The IIFA ground travel team coordinates the
movement of approximately 700 guests within the IIFA contingent.
This usually entails management of a fleet of approximately 150 cars.
This would also include working with an official car sponsor during
the IIFA Weekend.
a. Support for IIFA ground travel manager and coordination of
drivers
b. Assist in the administration of the movement plans
c. Coordination of car fleet at IIFA hotels, venue and other
locations
d. Coordinating the movement of the IIFA contingent between the
different events and venues
e. Communication and liaison between artiste management,
drivers and ground travel managers for smooth entry and exits
at all venues
f. Other general department related duties
7. Hospitality: The hospitality team at IIFA is responsible for
overseeing all the details related to the IIFA contingent hotel stay.
They are also responsible for managing the IIFA goody bag
compilation and distribution.
a. Administration support for the hospitality management team
b. Room drops and distribution of documents, invitations, goody
bags and other requested items
c. Supporting the hotel check-ins, and coordination of arrivals and
departures from IIFA hotels
d. Compiling goody bags
e. Coordination between artiste management and the hotel for
artiste requirements
f. Preparation and distribution of welcome letters
g. Support the hair and make-up suites and coordination with the
artistes
h. Other general department related duties
8. Invitation Management: This team manages the seating plans,
compiling invitations and distribution of invitations for all IIFA
Weekend events
a. Assembling the invitation set
b. Distribution of invitations- IIFA contingent/ sponsors/partners
c. Assisting in managing the seating plan for the various events
d. Other general department related duties
9. Security: IIFA security management is responsible for managing
close protection and float teams security personnel.
a. Close protection: Be assigned to one of the artistes as part of
their security team. Escort them to all venues for the events and
provide general support in their travel arrangements and
itineraries
b. Float team: Support close protection and venue security to
manage the fans in the green carpet enclosures, ensure media is
present only in the designated media areas, and assist in the
overall management of the security at the event
c. Other general department related duties
10.IIFA Film/Music Workshop: The IIFA Film/Music Workshop gives
students and amateur film/music professionals an opportunity to
interact with the icons of the Indian film industry. The workshop is an
open forum for students, professionals and industry stalwarts to come
together and discuss international cinema and related topics.
a. Coordinate and help in the set-up of the event
b. Assist in overall management of the events
c. Coordinate between the artiste managers and the event
management team to ensure smooth entry, performance, and
exit of the artistes
d. Other general department related duties
11.Media Briefings/ Press conferences: The IIFA Media Briefings
happen throughout the weekend and are aimed towards promoting the
Indian Film on a global platform. They are designed to provide in
depth information on the forthcoming releases, with the Producer,
Director and cast talking about the movie.A Weekend Press
Conference is held in the host country to announce the kick -start of
the IIFA weekend, announce stars that are in the city to attend and to
detail the itinerary for the weekend to media and invited stake holders
and guests.
a. Assisting in the coordination and management of the event
b. Setting up the branding for each event
c. Organizing and distributing the press materials
d. Ushering media to the location of events
e. Coordinating with artiste management for the attendance of
artistes and talent to the events
f. Other general department related duties
12.TV programming: All of the IIFA Weekend events are filmed for
broadcast on the global TV network, Star TV. There are also
additional TV programs, such as The Weekend with the Stars
program, which are produced during the IIFA weekend. The Weekend
with the Stars programme showcases 8-10 artistes indulging in
activities around the city, to showcase the best of Madrid to viewers
around the world.
a. General TV “runner” duties
b. Be assigned to one of the film crews and help out accordingly
c. Travel to location shoots and assist in the set-up and breakdown
of the shoots
d. Support the TV production crew with local operational and
logistics requirements
e. Other general department related duties
13.FICCI-IIFA Global Business Forum: The FICCI-IIFA Forum
concentrates on promoting bilateral trade between India and the host
Country. It features global speakers discussing various subjects such
as tourism, finance & investment and media &entertainment.
a. Assist in the set-up of the event
b. Compilation and distribution of delegate packs and goody bags
c. Coordinate the smooth transition from the opening ceremony to
breakout sessions to closing ceremony.
d. Support IIFA management with management of key-note
speaker requirements
e. Other general department related duties
14. IIFA Gala Screening: The IIFA Gala Screening is a “Green Carpet”
event to showcase the release of a blockbuster Indian film.
a. Assist in set-up of venue
b. Coordination of set-up of branding for the event
c. Liaison between wiz crew departments for the timely and
smooth arrival for IIFA contingent
d. Escorting the artistes from point of arrival, through the green
carpet and to their respective seats for the events
e. Assisting in management of the pre-event green carpet cocktail
f. Providing assistance to the IIFA management team for
refreshments and other requirements for the artistes through the
evening
g. Other general department related duties
15. IIFA Rocks: A celebrity studded music based event with the
technical awards.
a. Assist IIFA Rocks production team in stage and venue set-up
b. Assist the production team with construction of props and other
stage related items
c. Coordinate and support the backstage team for green rooms,
hair and make-up stations and backstage movement
d. Assist stage manager with rehearsal, show flows and general
coordination
e. Liaison between wiz crew departments for the timely and
smooth arrival for IIFA contingent
f. Escorting the artistes from point of arrival, through the green
carpet and to their respective seats for the events
g. Assisting in management of the pre-event green carpet cocktail
h. Providing assistance to the IIFA management team for
refreshments and other requirements for the artistes through the
evening
i. Support to venue teams check invitations and usher guests
accordingly
j. Support wiz crew and venue teams for timely pack-up and
closure post event
k. Other general department related duties
16. IIFA Fashion Extravaganza: A celebrity studded glamorous fashion
event with a difference bringing together top fashion designers and
music.
a. Assist IIFA Fashion Extravaganza production team in stage and
venue set-up
b. Assist the production team with construction of props and other
stage related items
c. Coordinate and support the backstage team for green rooms,
hair and make-up stations and backstage movement
d. Assist stage manager with rehearsal, show flows and general
coordination
e. Liaison between wiz crew departments for the timely and
smooth arrival for IIFA contingent
f. Escorting the artistes from point of arrival, through the green
carpet and to their respective seats for the events
g. Assisting in management of the pre-event green carpet
h. Providing assistance to the IIFA management team for
refreshments and other requirements for the artistes through the
evening
i. Support to venue teams check invitations and usher guests
accordingly
j. Coordinate and support fashion designers for fittings,
alterations and rehearsals
k. Coordinate refreshments and catering for models
l. Assist in ‘dressing duties’ with models/ artistes during the show
m. Support wiz crew and venue teams for timely pack-up and
closure post event
n. Other general department related duties
17. IIFA Awards: Celebrating the best of Indian and international
entertainment, breathtaking performances, honoring the industry, and
glitz and glamour.
a. Assist IIFA Awards production team in stage and venue set-up
b. Handle administration and site office management
c. Coordinate and distribute communication equipment
d. Assist the production team with construction of props and other
stage related items
e. Coordinate and support the backstage team for green rooms,
hair and make-up stations and backstage movement
f. Assist stage manager with rehearsal, show flows and general
coordination
g. Movement of props on stage according to the IIFA Award acts
during rehearsal and actual show
h. Liaison between wiz crew departments for the timely and
smooth arrival for IIFA contingent
i. Escorting the artistes from point of arrival, through the green
carpet and to their respective seats for the events
j. Assisting in management of the pre-event green carpet cocktail
k. Providing assistance to the IIFA management team for
refreshments and other requirements for the artistes through the
evening
l. Support to venue teams check invitations and usher guests
accordingly
m. Coordinate and support dance troupe for costume alterations
and rehearsals
n. Coordinate refreshments and catering for dance troupe
o. Assist in ‘dressing duties’ with dance troupe/ artistes during the
show
p. Support wiz crew and venue teams for timely pack-up and
closure post event
q. Other general department related duties