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Retreat Coordinator
NYC Arts in Education Roundtable


COMPENSATION: 175 HOURS at $3500 ($20/hr)

DURATION: February 2021 – June 30, 2021

LOCATION: Remote & In-Person at Retreat

EMPLOYMENT CLASSIFICATION: Part-Time Independent Contractor

The Retreat Coordinator is a new Part-Time Independent Contractor position working remotely with in-person hours during load-in and the weekend of the Wellness Retreat for Black Women, currently scheduled for May 21-23, 2021 in the Hudson Valley area (exact Location TBD). The position is open until filled, but preference will be given to those candidates who apply on or before Friday, January 29, 2021.

Job Responsibilities:

Retreat Planning

  • Attend and support all Retreat Working Group meetings
  • Liaise between Retreat Working Group, TEI Co-Chairs, and staff
  • Collaborate with Executive Director to maintain and track retreat budget
  • Collaborate with Executive Director to maintain and track retreat sponsorship and in-kind donations
  • Coordinate participant registration or nomination process (*to be confirmed)
  • Support Retreat Working Group to sequence and confirm final retreat itinerary
  • Communicate with participants about travel arrangements, retreat schedule, and retreat logistics
  • Communicate with participants about any accessibility needs they may have prior to the retreat

Administrative Oversight of Retreat Logistics

  • Collaborate with Retreat Working Group and staff to create a retreat timeline and production schedule
  • Solicit proposals and estimates from outside vendors, including caterers
  • Interfacing with outside content providers including speakers, facilitators, and activity leaders, in conjunction with Retreat Working Group
  • Book accommodations and travel for participants
  • Confer with the venue personnel, participants, staff, and other appropriate retreat organizers regarding materials, supplies, and equipment (including PPE), and ensuring proper delivery of such items, subject to retreat guidelines and budgetary restrictions
  • Collaborate on assembly of all retreat materials at New York Live Arts or other designated venue prior to retreat (subject to safety guidelines)
  • Collaborate with Roundtable staff to honor any accessibility needs that participants may have
  • Collaborate with Roundtable staff to set up and stream virtual retreat offerings
  • Collaborate with Roundtable staff to ensure the retreat reflects the mission of the Roundtable
  • Support strike/cleanup and return of all equipment and supplies to the appropriate parties
  • Be present at retreat load-in on May 20 or the morning of May 21 
  • Be present as main point of contact at Wellness Retreat currently scheduled for May 21-23, 2021 (Location TBD)
  • Perform other duties as reasonably instructed by the Executive Director, TEI Co-Chairs, or Working Group Co-Chairs

Retreat Content

  • Support with ideas for facilitators and wellness sessions


  • Attend Retreat debrief with Retreat Working Group
  • Undertake other reasonable tasks not specifically described herein in order to ensure the efficient, smooth functioning of all aspects of the retreat

In the unlikely event of the retreat being cancelled, the Roundtable will compensate you for the hours you have spent on the project at a rate of $20.00 per hour and pay you an additional fee to be determined by mutual agreement. In the unlikely event that the retreat is rescheduled or it appears the hours will exceed 175, both parties will collaborate to determine either an increased fee, at $20 per hour, or a reduced scope.

To Apply:

Interested applicants should submit a cover letter and resume in one document to with “Retreat Wellness Coordinator” in the subject line. Applications will be accepted through Friday, January 29, 2021. The Roundtable will contact only those applicants invited to interview.

Please note that all candidate interviews will be conducted via Zoom meeting ( The NYC Arts in Education Roundtable can also provide candidates with reasonable accommodations, as needed. 


About the New York City Arts in Education Roundtable: 

The New York City Arts in Education Roundtable is a service organization and a community of arts education practitioners that shares information, provides professional development, and communicates with the public to promote our work in schools and beyond. The Roundtable produces a major annual conference, Face to Face; monthly professional development programs; a destination website; and other activities, in addition to ongoing advocacy and communications efforts to improve and advance the state of arts education. 

Commitments to Equity, Diversity, and Inclusion: 

The New York City Arts in Education Roundtable is committed to equity, inclusion, and justice. We acknowledge our complicity in the long history of systemic racism within our country and the institutions of power in our city. We will continue to work to dismantle white supremacy within our organizations, schools, and communities. We offer these commitments to our membership and the arts education field:

  • The Roundtable is committed to eliminating barriers and revealing pathways to cultural equity and inclusion in arts education, through our programming and our membership.
  • The Roundtable is committed to eliminating barriers to advancement for professionals from underrepresented communities.
  • The Roundtable is committed to responsive listening and transparency so that not only are we sharing our “best practices” but our challenges and questions as well.
  • The Roundtable is committed to advocating for professional wages, employment benefits and fair working conditions for arts education practitioners’ quality and standard of living.

The NYC Arts in Education Roundtable is an Equal Opportunity Employer that strives to represent individuals from all walks of life in its workforce. We want our employment community to be a representation of the diverse world we live in. As such, we strongly encourage people from underrepresented groups to apply, and we ensure that every candidate who applies for a position at the NYC Arts in Education Roundtable is treated equally and fairly without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, veteran status, disability status and any other factor prohibited by law. We believe diversity in our teammates is paramount to our success as a not-for-profit theatre serving all communities in New York.

Date posted:

January 13

Expire date

February 19

Contact email:
NYC AiE Roundtable