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‘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