Vetting Coordinator Frieze Seoul & Frieze Masters 2022

At Frieze we believe art is vital to communities and cultures. Bringing together galleries, artists, institutions, and art lovers all over the world to make art flourish.

Frieze is a media and events company that comprises three publications, frieze magazine, Frieze Masters Magazine and Frieze Week; and five international art fairs, Frieze London, Frieze LA, Frieze New York, Frieze Seoul (launching September 2022) and Frieze Masters; regular talks and summits, led by frieze editors; and frieze.com – the definitive resource for contemporary art and culture.

Start date: Immediately
Finish date: October 31
Temporary role: initially 2 days a week moving to full time in advance of Frieze Seoul and Frieze Masters
How to apply: Send your CV with a covering note to hr@frieze.com by Friday 17th June 2022

Personal description:
• Comfortable and competent in client-facing role
• Being able to work under pressure and have excellent time-management skills
• Strong administrative and multitasking skills
• Discrete and professional
• Polite and diplomatic
• Interest in and knowledge of art history and art historical terms across a variety of disciplines, from ancient to modern art, and across a variety of media
• Preferably, prior knowledge of Frieze Masters or Frieze fairs in general

Pre-fair preparation:
• Read and understand the vetting guidelines and procedures being used for the fair
• Read and understand the specialisms of each of the members of the vetting committee and the particular concerns relevant to each committee
• Scan pre-vetting submissions for late works or works outside the remit of each gallery’s accepted proposal. Contact galleries for replacements if necessary
• Compile pre-vetting submissions, sort by relevant committee and share with ALR and committee members via email asking them to carefully read through in advance of the fair and flag any potential issues. Be sure to flag any dateline exceptions pre-agreed with Selection Committee
• Liaise with the Vetting Committee to organize the vetting process for online only works on Frieze Viewing Room
• Liaise with Production to ensure all vetting committee members are issued an exhibitor pass
• Liaise with VIP to ensure all vetting committee members are issued with a first access VIP card for personal use
• Prepare the vetting documents to be taken on site for the fair, stationery for the office, vetting pads and vetting folders for stands
• Liaise with FM team to ensure all travel is arranged for the vetting committee to travel to the fair for vetting day and appeals day
• Organise Vetting Dinner, including liaison with Directors re. table plan
• Organise vetting day training for the vetting scribes & organise a tour at the fair

On site at Frieze Seoul & Frieze Masters:
• Be the point of contact on site for vetting committee and exhibitors with queries regarding vetting
• Organise breakfast and lunch on site for the committee on vetting day, appeals day and subsequent vetting day
• Be onsite to greet and orientate the vetting committee when they arrive for the vetting day and make sure they signed the Rules & Regulations
• When the committee have finished breakfast, address the assembled members and remind them of the procedures and running order for the day
• Be available for questions from the committee regarding the vetting procedures during the vetting day
• Collect and process paperwork from the vetting committees & keep track of any action points
• Liaise with the larger online vetting committee (Frieze Seoul specific)
• Notify galleries when a large issue arises – to be done in consultation with Director of Frieze Masters and Vetting Chairs
• Co-ordinate appeals with galleries and vetting committees – matching vetters with relevant specialisms to the objects in question
• Co-ordinate the subsequent vetting and ensure the necessary vetters are available for the subsequent vetting day
• Arrange transport for the committee to go to/from the fair and to and from the vetting dinner
• Manage expenses and reimbursements for on-site expenses.

Post-vetting:
• Update thank you email to vetters
• Update email to the vetting chairmen asking for feedback and suggested amends to guidelines and procedures, and collate responses - to be approved by director and sent by the Exhibitor Services Manager
• Collate and archive information from the vetting sheets:
• Galleries that were asked to re-label or supply additional information for exhibits.
• Galleries that were asked to remove exhibits from their stands & reasons for the removal.
• Appeals submitted by exhibitors & the results of the appeals.
• Galleries that brought additional works into the fair for subsequent vetting day.
• Feedback on vetting forms that suggest changes in vetting procedures or changes to the forms.
• Archive vetting papers.
• Pack vetting papers and stationery for the following year with a full inventory.
• Reconcile and process expenses submitted by the vetting committee.

Our Diversity & Inclusion Statement
Frieze unites people in our love of the arts. We understand this can only be accomplished when we harness the entirety of our company and lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we are committed to practicing anti-discrimination including race, gender identity, sexual orientation, and disability, together with artists, writers, and cultural practitioners from all backgrounds. There is still much work to be done to address systemic inequality and discrimination within the arts and culture industry, and we are dedicated to making progress to both within our own organization and the art world at large.