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Overview

This position has been filled for the 2024 SFFILM Festival.

The Special Events Assistant Manager position supports the Special Events Manager in the planning and execution of all parties and receptions for the 2024 San Francisco International Film Festival, such as the Opening Night party, Industry Days, Volunteer Appreciation Party, and other parties and receptions during the festival. They will work closely with the Special Events Manager to reach out to venues and vendors, oversee staff and volunteers, and assist with administrative support related to parties and receptions. This position may also lead the day-of onsite execution of certain events during the Festival. This role is a great fit for someone who is interested in both events and production work, as it can be physically demanding, and also involves a high level of guest interaction.

This position is expected to provide on-site support for the 5 day, in-person SFFILM Festival (April 24 – 28) in venues across the San Francisco Bay Area, as well as several pre-fest launch events, and to work in accordance with in-office requirements as determined by organization-wide and department policies.

Application review begins January 25 but will be rolling after that. The ideal start date for this position is April 8, 2024. This position is paid hourly at the rate of $22 per hour and is eligible for overtime. The end date for this role is May 2, 2024. Some night and weekend availability is required.

Responsibilities

• Work closely with the Special Events Manager on the execution of all Festival parties and receptions within budget
  • Parties range from large scale events (Opening Night) to smaller receptions
• Assist with brainstorming and booking of the venues, entertainment, catering, bar service and activities, including surrounding logistics – i.e. securing permits, executing contracts, and issuing COIs
• Work with the Production Manager to organize event supplies, schedule load ins and load outs, and submit Production Assistance Requests as needed
• Support the process of rentals, purchases, or requests of necessary furniture, equipment, and décor, and the respective vendor relationships
• Support the scheduling, training, and supervision of Events staff and volunteers
• Act as day-of lead on certain events during the Festival, as needed
• Work closely with Festival Lounge team on parties held in the Festival Lounge space
• Work interdepartmentally to balance the needs of various constituencies at events, including sponsors, filmmakers, guests, and Board
• Coordinate with the Development Department on all food & beverage in-kind donations and execution of sponsor activations
• Work closely with the Tech and Media Manager on all technical aspects of event production
• Work closely with the Operations team to ensure all Festival events are accessible, and make sure accessibility information is properly communicated across departments and to all necessary public touchpoints
• Work with the Communication team to design events spaces in alignment with Festival creative
• Support the updating of Festival special events budget, tracking and submitting all payments and expenses
• Work with the Development and Communications Departments to support the invitation process for events, including providing copy, oversight of capacity, and pulling RSVP lists
• Support Office and Production Manager and Makers team with events at FilmHouse
• Support and provide educational opportunities for the Operations intern, including working with interns on in-kind item procurement, and customer service training 
• Support other Operations team members and projects as needed
• Create a written wrap-report and summary of all necessary timeline info

Qualifications

• Experience managing or assisting in the crafting of events of varying size, budget, and scope
• Experience producing live events and familiarity with the pressures and challenges of onstage production with high-touch constituents
• Experience liaising with high-touch constituents and balancing competing, and often urgent, needs
• Experience managing event and production staff and working with venue management
• Experience with food and beverage logistics and acquisition, managing sponsor and partner relationships
• 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 independently, yet as part of a team and with 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 Suites. FileMaker, Eventbrite and Basecamp a plus
• Familiarity with Bay Area event venues, artists, and performers a plus

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.

Overview

The Coordinator supports the Special Events team in project managing and executing all special events for the 2022 SFFILM Festival, including Parties & Receptions (Opening & Closing Night parties, small receptions, dinners, Golden Gate Awards), and Live Programming (Big Nights, Music + Film, awards and tribute conversation, Live & Onstage shows). This position is focused primarily, but not exclusively, on supporting the production of Live & Onstage shows, and acts as the Production Assistant for the Events department during the festival.

This is a full-time temporary role from April 4 – May 6, paid at a rate of $20 per hour. This role has the expectation of some overtime required pre-festival, with overtime hours increasing during the SFFILM Festival (April 21-May 1).

Covid-19 Safety: Seasonal staff at the 2022 SFFILM Festival may be required to engage in public-facing roles and thus are required to provide proof of vaccination for employment. 

Remote Work Accommodation: Seasonal staff are expected to be based in the Bay Area, however if your contract begins before March 1, 2022, SFFILM may be able to accommodate fully remote work prior to that date. Remote work policies are subject to change based on city and state recommendations around COVID-19 safety.

Responsibilities

• Act as administrative support for data entry with departmental organizational tools, including showflows, production database, and basecamp projects.
• Works with Special Events Managers to build and update showflows for shows including Opening Night, numerous Receptions, Live & Onstage Events, the Golden Gate Awards, Members Night, and others
• Work with Special Events Assistant Manager and Production Manager to coordinate movement of equipment, furniture, green room, and other production needs during festival.
• Prepares and manages green room needs across different venues, including working with Guest Office to ascertain talent needs.
• Sets up and stocks Green Rooms during the Festival, tracking shifting needs and planning accordingly
• Coordinate with Tech and Communications teams on slides and other non-film media needs for shows
• Assist with management of Event Volunteers on-site
• Support Special Events Managers in on-site execution of events, including load-in and out, set-up, rehearsals, and acting as a stagehand during shows
• Acts as lead producer on and independently oversees certain events as assigned
• Supports at parties & receptions as needed
• Create a written wrap-report and summary of all necessary timeline info

Qualifications

• Detail-oriented and organized, with strong skills in excel and Filemaker preferred
• Experience in event production, live show production, or stage management
• Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests
• Experience working within a team, collaborating with managers and communicating progress on tasks to advance larger goals
• A self-starter with excellent decision-making and creative problem-solving skills
• Have a great attitude, cooperative spirit, and possess great energy and efficiency.
• Be friendly, welcoming and comfortable interacting with people with vastly different backgrounds and roles
• Be comfortable with the standing, heavy lifting and labor inherent in loading in and out festival sites

SFFILM is proud to be part of a wider film festival circuit and shares many seasonal staff with other festivals. We have been paying close attention to conversations and feedback from film festival staff directly and via social media. We have created policies and practices that address these concerns including increasing hourly rates and providing overtime, abiding by a Code of Conduct since 2018, and creating more flexible remote work policies to prioritize staff health and safety during COVID-19.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.

Overview

The Transportation Associate assists the Transportation Managers with maintaining fluid travel for staff and guests of the festival. This role will primarily serve as a dispatch and troubleshooting agent in the Transportation HQ, while flexibly substituting as a Production Assistant to all Transportation needs and stepping in as a driver when needed.

This is a full-time temporary role from April 4 – May 6, paid at a rate of $20 per hour. This role has the expectation of some overtime pre-festival, with a high volume of overtime expected during the SFFILM Festival (April 21-May 1).

Covid-19 Safety: Seasonal staff at the 2022 SFFILM Festival may be required to engage in public-facing roles and thus are required to provide proof of vaccination for employment. 

Remote Work Accommodation: Seasonal staff are expected to be based in the Bay Area, however if your contract begins before March 1, 2022, SFFILM may be able to accommodate fully remote work prior to that date. Remote work policies are subject to change based on city and state recommendations around COVID-19 safety.

Responsibilities

• Assist with dispatching all staff and volunteer drivers
• Assist the Transportation Managers with managing itineraries, transporting people and equipment between venues and lodging, to/from all Bay Area airports
• Cross reference data points across multiple systems and platforms to ensure accuracy and cohesion of systems
• Assist with management of all flight itineraries, monitoring daily and tracking delays, escalating changes as needed
• Assist with maintaining and keeping track of all vehicles
• Create organizational materials and maps to help manage the fleet of cars in parking areas
• Staff the Transportation office to greet and manage drivers, and to dispatch cars during festival
• Update and maintain ground transportation database across various platforms
• Help to uphold safety protocols and maintain a supply and inventory of protective equipment to be distributed to Festival drivers.
• Serve flexibly as a Production Assistant for the transportation department, executing critical supply runs and stepping in as a Driver when necessary
• Support the return of all rented vehicles, including organizing keys, materials, and parking passes post-Festival
• Create a written wrap-report and summary of all necessary timeline and budget info

Qualifications

• Demonstrate strong organizational and communication skills
• Possess knowledge of the Bay Area
• Excellent customer service skills
• Ability to prioritize and remain calm under pressure
• Be comfortable driving with passengers in the Bay Area and surrounding
• Have a valid driver’s license and clean driving record 
• Experience navigating events in a Covid landscape, flexibly pivoting planning and protocols according to evolving circumstances
• Comfort with Microsoft Excel 
• Experience with Filemaker a plus

SFFILM is proud to be part of a wider film festival circuit and shares many seasonal staff with other festivals. We have been paying close attention to conversations and feedback from film festival staff directly and via social media. We have created policies and practices that address these concerns including increasing hourly rates and providing overtime, abiding by a Code of Conduct since 2018, and creating more flexible remote work policies to prioritize staff health and safety during COVID-19.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.

Overview

The Transportation team manages all parking, vehicles and drivers used in the movement of Festival guests, staff, and equipment. The Transportation Assistant Manager assists the Transportation Manager with orchestrating and maintaining fluid travel for staff and guests of the festival. The Assistant Manager helps supervise a full-time Transportation Associate, and up to two dozen contract and volunteer drivers.

This is a full-time temporary role from March 7 – May 6, paid at a rate of $22 per hour. This role has the expectation of some overtime pre-festival, with a high volume of overtime expected during the SFFILM Festival (April 21-May 1).

Covid-19 Safety: Seasonal staff at the 2022 SFFILM Festival may be required to engage in public-facing roles and thus are required to provide proof of vaccination for employment. 

Remote Work Accommodation: Seasonal staff are expected to be based in the Bay Area, however if your contract begins before March 1, 2022, SFFILM may be able to accommodate fully remote work prior to that date. Remote work policies are subject to change based on city and state recommendations around COVID-19 safety.

Responsibilities

• Support the planning and execution of procuring festival vehicles, hiring festival drivers, and understanding festival parking needs
• Support the training, scheduling, and management of all SFFILM staff and volunteer drivers
• Staff the Transportation office to greet and manage drivers, and to dispatch cars during festival
• Work in tandem with the Manager to coordinate and track all festival guests’ ground transportation needs, including airport, off-site events, screenings, interviews and VIP special needs, and last minute changes and requests 
• Update and maintain ground transportation database, across various platforms
• Update and maintain documentation (such as Vehicle Information Kits) and inventory
• Coordinate with the Theater Operations team to conduct site visits at each venue
• Work with the manager to divvy up and create and update venue parking and transportation maps for staff and guests to use as a reference
• Execute on the Health and Safety plan created in conjunction with the Festival’s Health and Safety Coordinator, including ensuring proper protective equipment is available and a plan is in place for vaccination requirements and testing
• Maintain and oversee the festival fleet of rented and sponsored vehicles
• Support the management and distribution of rideshare codes, tracking as necessary
• Assist with communicating transportation protocol to all SFFILM staff and volunteers
• Support the return of all rented vehicles, and the payment of all vehicle, parking, and transportation associated vendors post-Festival
• Create a written wrap-report and summary of all necessary timeline and budget info

Qualifications

• Strong organizational and communication skills
• Experience supervising and training staff
• Excellent customer service skills
• Extremely comfortable with Microsoft Excel 
• Superior ability to prioritize and remain calm under pressure
• Experience navigating events in a Covid landscape, flexibly pivoting planning and protocols according to evolving circumstances
• Experience working within predetermined budgetary goals
• Experience working as part of a team, collaborating with managers, dividing work, and communicating accomplishments and deadlines accordingly
• Ability to quickly learn and implement new software and systems
• A valid license and clean driving record 
• Knowledge of the Bay Area and comfort in driving in the Bay Area a plus, though not required
• Experience with Filemaker a plus

SFFILM is proud to be part of a wider film festival circuit and shares many seasonal staff with other festivals. We have been paying close attention to conversations and feedback from film festival staff directly and via social media. We have created policies and practices that address these concerns including increasing hourly rates and providing overtime, abiding by a Code of Conduct since 2018, and creating more flexible remote work policies to prioritize staff health and safety during COVID-19.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.