This application is now closed

About Dovetail

Dovetail is a research organization working on mathematical AI safety. Our team of researchers and fellows works toward improving humanity’s understanding of AI agents. Learn more about our research at https://dovetailresearch.org/. 

Retreat Overview

Dovetail is organizing a research retreat in London in late March 2026 for approximately 5-6 participants. The purpose of the retreat will be for team members to get to know each other and to foster more idea exchange. The structure will be work-focused but fairly casual, with coworking blocks, whiteboard sessions, and occasional field trips to explore London.

Role Summary

We are seeking an experienced operations contractor to handle the logistics for this retreat. This is a short-term contract role that requires strong organizational skills and familiarity with London venues and services.

Ideal candidate: UK resident

Key Responsibilities

Venue Management

• Source and book an appropriate Airbnb or similar accommodation in central London
• Ensure the venue includes:
  • Bedrooms for 5-6 people
  • Commonspace suitable for coworking and group discussions
  • Good location in London proper (not outskirts)
• Present multiple venue options to the project lead for selection
• Coordinate booking and any special requirements

Food & Catering

• Plan and arrange all meals for the duration of the retreat
• Handle breakfast, lunch, dinner, and snacks/refreshments
• Accommodate dietary requirements as needed

Travel & Expense Management

• Coordinate with fellows regarding travel expense reimbursement process
• Provide clear guidance on expense documentation
• Track and organize reimbursement submissions

General Support

• Serve as point of contact for any logistical questions before and during retreat
• Handle any unexpected issues or last-minute adjustments
• Provide local knowledge and recommendations as needed

Project Timeline

• Contractor engagement: Starting immediately
• Retreat dates: March 23 - March 30th 2026 (give or take a few days)
• Venue secured by: March 1

Compensation

Contractor proposes a single fee for the whole project (planning + execution). Suggested range: £1,500 - £2,500

What We Provide

• Clear scope and preferences from the retreat organizer
• Timely decision-making and communication
• Direct reimbursement for all approved expenses
• Autonomy to make appropriate logistical decisions within budget

How to Express Interest

Please include:

• Brief overview of your relevant experience
• Your proposed compensation
• Your availability for late March 2026
• 1-2 references from similar projects (if available)
• Any questions or clarifications needed

We will review expressions of interest on a rolling basis and aim to select a contractor by February 25th.