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Overview

Reporting to the Director of Operations, the Special Events Manager leads the production, project management, and execution of all parties and receptions during SFFILM’s fall season, with a focus on Doc Stories, including the execution of a daily hospitality lounge. They will also play a key supportive role in the production of our Awards Night fundraising gala. This role will work closely with the Programming and Development departments on the goals and execution of events such as the Doc Stories 10th Anniversary Party, Doc Stories Brunch, and other parties and receptions during the fall season, and will also work closely with the Development and Communications teams on sponsorship procurement, fulfillment, and the invitation process. They will oversee any Events volunteers and staff.

This position is expected to provide on-site support for any SFFILM events during the fall, including Doc Stories (October 17 – 20) and Awards Night (December 9), in venues across the San Francisco Bay Area, and to work in accordance with in-office requirements as determined by organization-wide and department policies.

Application review begins August 12, 2024 and earliest possible start date is September 9 2024. This position is full-time, hourly, nonexempt, with an intended pay rate of $23-$24 per hour.

SFFILM currently supports a hybrid-remote schedule, with an average of 3 days in the San Francisco offices, as well as time onsite throughout the Bay Area supporting SFFILM events.

Principal Duties

• Responsible for lead producing and project managing all SFFILM fall season parties and receptions, bringing events from conception to execution within budget
• Responsible for the execution of the Doc Stories Lounge, including leading relationships with venue and vendors
• Support the execution of private meals, including researching and confirming restaurants and menu planning
• Project manage cross-departmental workflows on all event related tasks, including facilitating conversations with other relevant decision makers on event look and feel, and reconciling priorities for different constituent groups
• Provide timely and clear information to SFFILM staff on event status during the process, and share out runs of show for all events
• Brainstorm and manage booking venues, entertainment, catering, bar service, and activities, including surrounding logistics i.e. securing permits, executing contracts, and issuing COIs when needed
• Manager Special Events budget, and track and submit all payments and expenses
• Work with the Development and Communications Departments to support the invitation process for events, including contributing to copy, oversight of capacity, and pulling RSVP lists
• Manage venue and vendor relationships, including all rentals
• Act as a key player for producing SFFILM Awards Night, including supporting any project management, supervising staff, actively working with the production crew, and other duties as needed
• Support planning for the SFFILM Festival, including research and outreach for event venues, and working with the Office and Production Manager on organizing inventory and other production projects
• Work closely with the Development team on execution of sponsor obligations and in-kind partnerships
• Support Office and Production Manager and Makers team with events at FilmHouse, including project managing of certain Filmhouse events, schedule dependent
• Work closely with the Tech and Media Manager on all technical aspects of event production
• Work with the Director of Operations and Production Manager on planning and executing load-ins and load-outs for all Events
• Create safe events that are aligned with COVID-19 safety protocols
• Work closely with Director of Operations to prioritize accessibility at all events, and make sure accessibility information is properly communicated across departments and to all necessary public touchpoints
• Support other Operations team members and projects as needed
• Create a written wrap-report and summary of all necessary timeline info

Experience/Skills Required

• 2+ years experience managing events of varying size, budget, and scope
• Experience producing live events and familiarity with the pressures and challenges of meeting the needs of high-touch constituents
• Experience liaising with high-touch constituents and balancing competing, and often urgent, needs
• Experience working in a non-profit professional environment
• Experience managing event and production staff and working with venue management
• Experience with food and beverage logistics and permitting
• Experience creating accessible events for a variety of accommodations is a plus
• Experience with film festivals is a plus
• Possess great energy and efficiency and a cooperative spirit
• Be friendly, welcoming and comfortable interacting with people with vastly different backgrounds and roles
• Must be proactive, communicative, and able to work with minimal supervision and a limited budget
• Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests
• Comfortable with the heavy lifting and labor inherent in loading in and out festival sites
• Comfort in Google Drive, FileMaker, Eventbrite and Basecamp a plus
• Familiarity with Bay Area event venues, artists, and performers a plus

Supervision

This position reports to the Director of Operations