Special Events Manager

Overview

Reporting to the Director of Operations, and with the support of the Festival Events team and the Operations Department, the Special Events Manager acts as lead on producing, project managing, and executing all Festival and pre-Festival parties, receptions, and other special events, as well as all Festival Live & Onstage events. This includes the Opening Night party, 4-7 small receptions and cultivation events, the Golden Gate Awards, Press Conference and Members Night, as well as the Volunteer Appreciation Party and Bay Area Filmmakers Reception and Essential SF.

The Special Events Manager also produces and executes the Live & Onstage and enhanced programs during the Festival. This role works closely with the Director of Operations to ensure accessibility at all events is a priority, and they will work with the Health and Safety Coordinator on ensuring all COVID-19 safety procedures are followed. They work closely with the Programming Department to liaise with talent, including designing and communicating run of show needs, as well as the Festival Technical team to execute onstage event requirements. The Special Events Manager also works closely with the Development and Communications teams on sponsorship procurement, fulfillment, and the invitation process.

This position is expected to provide on-site support for the 10 day, in-person SFFILM Festival in venues across the San Francisco Bay Area, as well as several launch events, and to work in accordance with in-office requirements as determined by organization-wide and department policies.

This is a full-time temporary role from January 31 – May 13, paid at a rate of $22 per hour. This role will have some overtime expected pre-festival, with a higher volume of overtime hours in the immediate lead up to and duration of 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

Responsible for lead producing and project managing all Festival parties and receptions, bringing events from conception to execution within budget
Responsible for lead producing and project managing all Festival Live & Onstage and enhanced events, including shaping run of show and production needs while balancing the talent, constituent, and audience priorities for each event
Responsible for all elements of the Opening Night Party (approximately 800 person capacity)
Work interdepartmentally to balance the needs of various constituencies at events, including sponsors, filmmakers, guests, and Board
Manage the Special Events Assistant Manager and Coordinator, as well as all Special Event volunteers
Work closely with the Programming Team and Guest Office on communication with and scheduling of talent for in-person events
Communicate directly with talent and representatives on scheduling, production, and related media needs
Work closely with the Tech and Media Manager on all technical aspects of onstage event production and special event execution
Work with the Director of Operations and Production Manager on planning and executing load-ins and load-outs for Special Event and Live & Onstage venues
Work closely with the Theater Operations team to ensure clear communication of show timing and integration of audience and accessibility considerations
Work closely with the Health and Safety Coordinator on creating 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
Act as project manager on certain online streaming events, including creating showflows and leading production meetings as needed
Support the triage necessary to transition live events to a virtual format, whenever required
Responsible for overseeing hospitality needs for in-theater talent and special event VIPs
Support additional showflow, talent management, and potential security considerations for press lines and red carpets
Design events to create the look & feel, and choose décor in alignment with Festival creative
Brainstorm and manage booking venues, entertainment, catering, bar service, and activities, including surrounding logistics i.e. securing permits, executing contracts, and issuing COIs
Draft and update Festival special events budget, track and submit all payments and expenses
Coordinate with the Development Department on all food & beverage in-kind donations and execution of sponsor activations
Manage rentals, purchases, or requests of necessary furniture, equipment, and décor, and the respective vendor relationships
Work with the Development and Communications department to support invitation process for events, including providing copy, oversight of capacity, and pulling RSVP lists
Provide timely and clear information to SFFILM staff on in-process event development
Staff volunteers for events and provide day-of management.
Coordinate with venues and SFFILM Staff to oversee the preparation of venues and to manage event flow and run of show
Create a written wrap-report and summary of all necessary timeline info

Qualifications

2-5 years experience managing 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 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
Familiarity with virtual presentation tools and technology, as well as video conferencing platforms and basic production a plus
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

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.