GRAMPIANS GRAPE ESCAPE

Marketing Coordinator | 2027, Independent contractor opportunity

About the festival

Established in 1992, Grampians Grape Escape is one of Australia’s longest-running food and wine festivals. Held annually in Halls Gap, the three-day event celebrates the very best of Western Victoria and the Grampians, bringing together regional winemakers, food producers, chefs, artisans, music and community. The festival attracts thousands of visitors and showcases the people, produce and experiences that make the region special.

About the opportunity

We are seeking an experienced, organised and proactive Marketing Coordinator to deliver the approved marketing strategy and campaign plan for Grampians Grape Escape 2027. Reporting to the Festival Director, you will coordinate integrated campaigns, keep contractors and deliverables on track, monitor budgets and performance and undertake defined hands-on marketing activities. This is a remote contract role with regional visits and onsite festival delivery.

The ideal candidate has at least five years’ relevant experience, strong project coordination skills and a passion for events, tourism and regional food and wine.

Reporting and working relationships

Reports to the Festival Director and works closely with the Programming and Event Producer & Coordinator, contracted PR, digital advertising and social media providers, creative suppliers, Grampians Wimmera Mallee Tourism, sponsors, partners, exhibitors, talent and other service providers. The Coordinator may manage agreed deadlines, briefs and deliverables within existing scopes. Contract, budget and material scope decisions remain with the Festival Director.

Position purpose and accountabilities

Deliver the existing marketing strategy and campaign plan in line with agreed KPIs and the 2026–2030 Strategic Plan.

Maintain a consolidated marketing calendar with activities, owners, milestones and deadlines.

Coordinate activity across organic social media, paid digital, PR, EDM, website, creative production, media and partner channels.

Brief suppliers, coordinate approvals, track deliverables and request progress updates or revisions within agreed scopes.

Monitor marketing expenditure, campaign results, risks and resourcing; recommend improvements and escalate significant issues.

Maintain accurate records and report progress to the Festival Director, board, funders and partners.

Key responsibilities

Campaign and specialist contractor coordination

Prepare campaign briefs, approved messaging, content requirements and schedules; keep all stakeholders informed.

Track contractor deliverables, approvals, milestones and reporting; review outputs against brand guidelines and agreed requirements.

Follow up outstanding work and flag missed deadlines, performance concerns, proposed scope changes or extra expenditure early.

Email marketing and databases

Plan, write, coordinate and deliver approximately 10 consumer EDM campaigns annually.

Prepare volunteer, exhibitor and stakeholder email communications.

Manage segmentation, scheduling, automation, testing, approvals, database quality and email performance reporting.

Website,



editorial and social media

Maintain WordPress website content, exhibitor details, visitor information and exhibitor resource portal.

Write and edit website copy, blogs and editorial content; source and resize images; maintain festival listings including ATDW.

Maintain the organic social media calendar and create and publish content outside the specialist contractor campaign period (post-festival to February).

From February through post-festival, brief the contracted social media production provider and coordinate publishing, moderation and community responses as agreed.

Undertake routine copywriting and stakeholder updates not assigned to contractors; monitor social channel performance.

Promotions, creative and media

Coordinate approved competitions, giveaways and database acquisition initiatives, including copy, assets, approvals and results.

Create standard collateral in Canva and brief designers, photographers, videographers and production suppliers.

Coordinate posters, flyers, festival programs, digital and television assets where required, and post-event imagery and highlight content.

Support contracted PR and paid digital providers with approved materials, campaign priorities and performance reviews.

Coordinate media and trade familiarisations, radio and television requirements, scripts, live reads, giveaways and interview briefs where relevant.

Sponsors, partners and stakeholders

Coordinate and document marketing deliverables under sponsorship, partnership and funding agreements.

Liaise with partner marketing teams and prepare briefs, communications and reporting.

Develop and distribute an approved social media and marketing content kit for exhibitors and stakeholders; support talent promotions.

Festival delivery

Attend onsite delivery in Halls Gap in late April / early May 2027.

Coordinate onsite media, content capture, partner acknowledgements and promotional communications.

Keep visitor-facing information accurate, respond to emerging needs and escalate significant issues.

Budget, performance and reporting

Maintain an expenditure tracker covering approved commitments, quotes, supplier costs and actual expenditure; flag pressures and efficiencies.

Maintain a performance dashboard tracking reach, engagement, website activity, database performance, ticket sales and agreed KPIs.

Consolidate specialist contractor reports and prepare updates for the Festival Director, board, funders and partners.

Retain evidence of contractual and partnership outputs and prepare a post-event report on activity, spend, KPIs, learnings and recommendations.

Authority and approvals

The Coordinator may convene working meetings, manage schedules, issue routine briefs, request updates,



review work and recommend improvements within approved plans and contractor scopes. Significant changes, new commitments, extra expenditure and additional hours require prior written approval from the Festival Director (or board where required).

Indicative monthly workload

Approximately 355 hours across November 2026 to June 2027, subject to final agreement. January and February require increased availability. Hours include meetings, coordination and reporting; travel arrangements are addressed separately.

Nov 2026 - 45 hours

Dec 2026 - 28 hours

Jan 2027 - 62 hours

Feb 2027 - 68 hours

Mar 2027 - 45 hours

Apr 2027 - 58 hours

May 2027 - 40 hours

Jun 2027 - 11 hours

Experience and capabilities

At least five years’ relevant marketing or communications experience and a track record coordinating integrated campaigns.

Excellent organisation, project management, scheduling, copywriting, editing and stakeholder communication skills.

Experience managing external agencies, creative suppliers, digital marketing, social media and EDM activity.

Experience using WordPress and Asana, monitoring budgets, interpreting data and producing transparent reports.

Confidence working independently, following up deadlines and collaborating across a festival team.

Festival, tourism, food, wine or destination marketing experience is highly regarded.

Meetings and attendance

Attend monthly board meetings via Zoom, regular Festival Director and contractor meetings, at least two visits to the Grampians region and onsite delivery in Halls Gap in late April / early May. Availability during peak campaign and festival periods is required.

What success looks like

Coordinated, on-time campaigns delivered within the approved budget; consistent and engaging festival communications; progress towards agreed audience and marketing KPIs; documented sponsor and funder commitments; early identification of risks; and timely, accurate reporting. Specific KPIs, milestones, outputs and reporting requirements will be agreed in the contract.

Contract arrangements

Engagement: Independent contractor, reporting to the Festival Director.

Period: 1 November 2026 to 30 June 2027. Location: Remote with agreed regional visits and onsite delivery.

Fee: $90 per hour, up to $32,000 excluding GST. Indicative hours as agreed in the final contract.

GST and invoicing: The agreement will specify GST treatment and payment schedule; valid tax invoices are required where applicable.

Superannuation: Any legal obligations will be assessed and specified in the contract.

Insurance: Public liability cover of at least $10 million and workers compensation insurance where legally required; evidence may be requested.

Travel and expenses: The agreement will identify included and reimbursable expenses; reimbursement requires prior approval and supporting records.

Variations: Additional hours, services or material changes to scope require written approval before work begins.

Applications
Applications close 4 November 2026 and can be received via ••••@grampiansgrapeescape.com.au, for a full PD please email ••••@grampiansgrapeescape.com.au

📌 Marketing and Events (Halls Gap)
🏢 Grampians Grape Escape
📍 Halls Gap