Operations

Summary

SFFILM’s Theater Operations Manager is responsible for the management of on-site staff and customer service for the SFFILM Festival’s in-person exhibition spaces. The Theater Operations Manager prepares logistical operation plans for each of these festival venues, which includes mapping and organizing equipment needs, determining staffing needs for each venue and a variety of event presentation styles, and building a thorough collection of resources to be the foundation of standard practice at each venue. They will manage the hiring and training of all Venue, House, and Line Management staff, transitioning into a supervisory role during the festival where they will manage these staff, and coordinate with Venue contacts on-site to ensure smooth operational flow. This role will also support the Tech Manager with the stage management of certain enhanced onstage programs.

This role sets the tone for the in-person patron experience, and is responsible for maintaining consistency and high standards in all customer interactions. This includes enforcing health and safety protocols, and ensuring Theater Operations procedures align with SFFILM’s commitment to accessibility in all forms, going beyond ADA compliance. This position will synthesize information and constituent needs across all festival departments to ensure that Venue Managers are empowered with the information necessary to execute a smooth and safe experience.

This position is required to be based in the Bay Area leading up to and during the 2025 SFFILM Festival (April 17 – 27), as well as to be available for several pre-fest launch events, and will need to work in accordance with in-office requirements as determined by organization-wide and department policies. Some night and weekend availability is required. The start date for this position is February 24, 2025 and the end date is May 9, 2025. This position is salaried at the rate of $1320 per week and is not eligible for overtime.

Principal Duties

• Work with the Director of Operations on the hiring of all Venue Managers.
• Schedule, train, and manage all Venue Managers, House Managers, and Line Managers, across the Festival, ensuring adequate coverage and breaks.
• Manage Theater Operations budget lines, including staffing and equipment costs.
• Support Volunteer Manager in creating the schedule for all Theater Operations volunteers and ensure strong coverage across venues, taking anticipated high impact and heavily trafficked events and shows into account.
• Update and maintain all theater operations guides & documents for 2024.
• Work closely with the Director of Operations and others on accessibility at all venues, including working with the Tech and Media Manager on the installation and implementation of accessibility devices, and training venue staff on these devices.
• Manage resources on Basecamp (SFFILM’s internal project management system) including updating and uploading documents daily during the festival.
• Organize all TOPS equipment, managing supply orders and working with the Production team to share resources as necessary.
• Work with the Production Manager on the movement of venue signage and furniture across each venue, along with all equipment needed for load in and load out.
• Create and distribute showflows for all enhanced onstage programs, working with all departments to ensure smooth show and talent flow for all big nights.
• Work with the Director of Education and the Education team on understanding Schools at the Festival programming and supporting those screening needs.
• Work with the Box Office to develop customer service best practices for all aspects of ticket sales, seating, rush, and refund scenarios, incorporating this into comprehensive training.
• Work with the Tech and Media Manager on access times, load in and load out, tech checks.
• Work with the Guest Office team and the Production team to set-up green rooms.
• Work with all departments as needed on reserve seating.
• Support Venue Managers onsite with all front of house duties, frequently visiting all venues during the festival.
• Manage the ordering and deployment of Theater Operations specific supplies and equipment.
• Monitor and submit final payable hours for all Venue Managers.
• Complete a post-festival inventory and organization of all theater operations supplies & equipment.
• Support and provide educational opportunities for the Operations intern, including working with them on equipment management and giving them the opportunity to understand front of house roles during the festival
• Create a written wrap-report and summary of all necessary timeline and budget info.

Experience/Skills Required

• Must have experience with film festival theater operations
• Superior customer service, communication, and delegation skills
• Experience hiring, managing and training staff; experience building large teams is a plus
• Experience working within predetermined budgetary goals
• Experience in scheduling amd managing staff across multiple venues
• Ability to juggle multiple tasks and deadlines across several Festival spaces while maintaining high quality of work
• Experience creating accessible events for a variety of accommodations is a plus
• Excellent decision-making and creative problem-solving skills
• Comfortable with the heavy lifting and labor inherent in loading in and out of festival sites
• Comfort with Google Drive and Filemaker a plus
• Comfort in Photoshop, PowerPoint/Keynote a plus

Supervision

This position reports to the Director of Operations.

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.

Summary

Reporting to the Director of Operations, the Box Office and Accessibility Manager will have a key role in customer service during the San Francisco International Film Festival. They will oversee the hiring, scheduling, training, and management of box office cashiers, as well as the setup and deployment of hardware. They will be a core team member in troubleshooting box office issues leading up to and during the festival. With the support of the Director of Operations, this role will also serve as a main point of contact onstaff for all accessibility questions, both internal and external. They will support all departments with ensuring events, venues, and external communications are accessible, and will process all accessibility accommodation requests from patrons, working closely with the Theater Operations team to ensure patrons requesting accommodations are taken care of. Working closely with our box office contractor (Boxcubed), this position will be expected to develop a strong understanding of our Agile ticketing software and all of SFFILM’s products, such as passes and memberships.

This position is required to be based in the Bay Area leading up to and during the 2025 SFFILM Festival (April 17 – 27), as well as to be available for several pre-fest launch events, and will need to work in accordance with in-office requirements as determined by organization-wide and department policies. Some night and weekend availability is required. The start date for this position is March 10, 2025 and the end date is May 9, 2025. This position is salaried at the rate of $1320 per week and is not eligible for overtime.

Responsibilities

• Hire, schedule, and supervise all box office cashiers.
• Serve as the main point of contact for escalating box office and customer service issues during the festival.
• Develop a strong understanding of Agile ticketing software and all SFFILM products (such as passes and memberships), to support customer service inquiries both pre-event and onsite at venues.
• Manage all necessary box office hardware, including setting up and troubleshooting devices and training staff and volunteers as needed.
• Work closely with the Office and Production Manager on the process of printing badges, from proofing badge copy to collecting names to printing and distributing physical badges.
• Work closely with the Director of Operations to understand best practices around accessibility, related to online/digital assets, film exhibition, and event venues.
• Act as a main point of contact for both internal and external questions around accessibility, and support staff in their understanding of creating accessible events
• Respond in a timely manner to all box office related questions via phone and email.
• Serve as the main point of contact for accessibility accommodation requests from patrons leading up to and during the festival, answering a high volume of emails and working closely with the Theater Operations team to ensure staff at venues are aware of any accessibility requests.
• Work with our box office vendor to fulfill internal ticket requests, escalating capacity questions as appropriate.
• Work with our Press Office and Guest Office teams to fulfill ticket requests on the ground during the Festival.
• Work closely with our box office vendor, ticketing software, and Communications team to understand box office reports, ticket holds, etc.
• Coordinate with venues and SFFILM IT contractors to ensure all technology needs are met, including wi-fi at all venues.
• Coordinate with the Office & Production Manager on box office load ins and load outs.
• Draft and update Festival Box Office budget for staffing and supplies, and track and submit all payments and expenses.
• Create a written wrap-report and summary of all necessary timeline information

Experience/Skills Required

• At least 1-2 years experience in a box office or ticketing role, with a preference for festival or event ticketing.
• Extremely strong written communication skills, and demonstrated customer service skills
• Experience hiring and managing a team, with strong ability to delegate.
• Excellent decision-making and creative problem-solving skills.
• Ability to learn new software and systems quickly, and a general savviness for troubleshooting technology.
• Ability to juggle multiple tasks and deadlines across several Festival spaces while maintaining high quality of work and a positive attitude.
• At ease interacting with people with vastly different backgrounds and roles.
• Comfortable with the heavy lifting and labor inherent in loading in and out festival sites.
• Understanding of ADA guidelines and experience with creating accessible event environments is a plus, bot not required

Supervision

This position reports to the Director of Operations.

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.

Summary

The Festival Lounge Manager is responsible for the design, build out, and management of the 2025 SFFILM Festival Lounge, a hospitality space that is open to all badge holders (including filmmakers, press, board, staff, donors, etc). Along with serving as the central gathering space during the festival, the Festival Lounge is also the location of Filmmaker Check-In, Press Check-In, and the default location for press lines during the Festival. Other staff workspace may also be part of the Lounge depending on location.

This role will oversee the Festival Lounge Assistant Manager and any other Lounge volunteers and staff. They will work closely with the Programming and Development departments on the goals and execution of Lounge events such as panels, mixers, and other parties. They will also work closely with the Development team on executing sponsor obligations and in-kind donations. The SFFILM Festival often creates partnerships with new hospitality venues each festival, so the Festival Lounge Manager is expected to be flexible and nimble in shifting priorities and plans, and may be part of the process of procuring the 2025 Festival Lounge venue.

This position is a great fit for someone who is interested in both events and production work, as it can involve heavy production work, and also involves a high level of guest interaction.

This position is required to be based in the Bay Area leading up to and during the 2025 SFFILM Festival (April 17 – 27), as well as to be available for several pre-fest launch events, and will need to work in accordance with in-office requirements as determined by organization-wide and department policies. Some night and weekend availability is required. The start date for this position is February 24, 2025 and the end date is May 9, 2025. This position is salaried at the rate of $1320 per week and is not eligible for overtime.

Responsibilities

• • Work closely with the Director of Operations on all pre-Festival planning, scheduling, and contracts for the external Festival Lounge, including securing any necessary licenses and permits.
  • Manage all venue and vendor relationships, including all rentals.
  • Create and execute the design of the Festival Lounge, including:
    • Working closely with the Development team to ensure Lounge design is aligned with any sponsor obligations;
    • Working closely with the Communications team on any design elements, such as signage, to ensure Lounge design is aligned with festival creative.
  • Plan and execute all programming at the Festival Lounge, including working with the Programming team and Festival Special Events Manager to understand the calendar of events, and work closely with the project manager of those events on execution.
  • Oversee the day-to-day operations of the Festival Lounge, including:
    • Scheduling and managing staff and volunteers;
    • Acting as host for festival guests, maintaining clean, well-stocked hospitality spaces and engaging with guests in a warm and welcoming manner;
    • Managing the Festival Lounge bar, including tracking inventory and staffing volunteer bartenders;
    • Working with the Development department to procure food and beverage donations, and to fulfill sponsorship contracts in those spaces, including managing deliveries, leading activations, and programming sponsored events;
    • Working with venue on security, technology, and janitorial needs;
    • Securing permits and issuing COIs.
  • Manage physical set-up and breakdown of these spaces, including delivery, return, and payment of all rented furniture and equipment.
  • Manage the Festival Lounge Assistant Manager, as well as all Festival Lounge volunteers and staff, including the creation of the volunteer schedule.
  • As needed, source vendors for entertainment, catering, bar service, etc.
  • Work interdepartmentally to balance the needs of various constituencies at events, including sponsors, filmmakers, guests, and Board.
  • Work with all departments to ensure office functions are being met, including incorporating spaces for Filmmaker Check-In, Press Check-In, Press Lines, Interview Space, and potential other needs into planning layouts.
  • Work closely with the Tech and Media Manager on AV equipment needs, load in, and load out, including tech staffing when necessary.
  • Work with the Director of Operations and Production Manager on planning and executing load-ins and load-outs.
  • Work with the Production Manager to project manage the movement of furniture, product, equipment, and supplies to temporary venues throughout the Festival, and to schedule Production Assistant support in the Lounge.
  • Work closely with the 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.
  • Draft and update Festival Lounge budget, and track and submit all payments and expenses.
  • Provide timely and clear information to SFFILM staff on event status during the process, and create shareable materials including Lounge calendar, flyers for events, and runs of shows as needed.
  • Support and provide educational opportunities for the Operations intern, including working with interns on in-kind item procurement, and customer service training.
  • Create a written wrap-report and summary of all necessary timeline info.

Experience/Skills Required

• Excellent communication and customer service skills
• Experience managing a team, with strong ability to delegate
• Experience designing, physically producing, and managing functional and welcoming public spaces on a tight budget, including the programming and planning of events
• Experience with project management, scheduling, and organizational systems like Excel
• Excellent decision-making and creative problem-solving skills
• Ability to juggle multiple tasks and deadlines across several Festival spaces while maintaining high quality of work and a positive attitude
• At ease interacting with people with vastly different backgrounds and roles
• Comfort with the heavy lifting and labor inherent in loading in and out festival sites
• Comfort in Photoshop, PowerPoint/Keynote a plus
• Familiarity with Bay Area event venues, artists, and performers a plus
• Familiarity with permitting and licenses in the Bay Area a plus

Supervision

This position reports to the Director of Operations.

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.

Summary

Reporting to the Director of Operations, the Special Events Manager acts will lead the production, project management, and execution of all San Francisco International Film Festival parties and receptions, including any events leading up to the Festival. This role will oversee a Special Events Assistant Manager and any Events volunteers and staff. They will work closely with the Programming, Executive, and Development departments on the goals and execution of events such as the Opening Night and Closing Night Parties, Industry Days, and other parties and receptions during the festival. This role also works closely with the Development and Communications teams on sponsorship procurement, fulfillment, and the invitation process.

This position is required to be based in the Bay Area leading up to and during the 2025 SFFILM Festival (April 17 – 27), as well as to be available for several pre-fest launch events, and will need to work in accordance with in-office requirements as determined by organization-wide and department policies. Some night and weekend availability is required. The start date for this position is February 24, 2025 and the end date is May 9, 2025. This position is salaried at the rate of $1320 per week and is not eligible for overtime.

Responsibilities

• Responsible for lead producing and project managing all Festival parties and receptions, bringing events from conception to execution within budget.
• Parties range from large-scale events (Opening Night) to smaller receptions.
• 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 such as securing permits, executing contracts, and issuing COIs.
• Manage venue and vendor relationships, including all rentals.
• Work closely with Festival Lounge Manager on parties held in the Festival Lounge space.
• Work closely with the Development team on execution of sponsor obligations and in-kind partnerships.
• Manage the Special Events Assistant Manager, as well as all Special Event volunteers and staff, including the creation of the volunteer schedule.
• 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.
• Work with the Communication team to design event spaces in alignment with Festival creative.
• Draft and update Festival 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 providing copy, oversight of capacity, and pulling RSVP lists.
• 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.

Experience/Skills Required

• 2-5 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 being the main point of contact for venues
• 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.

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.