Operations

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.

Overview

This position has been filled for the 2024 SFFILM Festival.

SFFILM’s Theater Operations team is responsible for the management of on-site staff and customer service for the SFFILM Festival’s in-person exhibition spaces. The Theater Operations and Volunteer Manager prepares logistical operation plans for each of these festival venues, which includes mapping and organizing equipment needed, 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, volunteers, and coordinate with Venue contacts on-site to ensure smooth operational flow.

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 2024 SFFILM Festival (April 24 – 28), 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 11, 2024 and the end date is May 10, 2024. This position is salaried at the rate of $1280 per week and is not eligible for overtime.

Responsibilities

• Work with the Director of Operations on the hiring of all Venue Managers.
• Schedule, train, and manage all Venue Managers, House Managers, Line Managers, and Lead Volunteers across the Festival, ensuring adequate coverage and breaks.
• Manage Theater Operations budget lines, including staffing and equipment costs.
• Schedule all Theater Operations volunteers and ensure strong coverage across venues, taking anticipated high impact and heavily trafficked events and shows into account.
• Work with the Director of Operations on all pre-festival communication and training for volunteers.
• 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.
• Work with the Director of Operations and Special Events Manager to produce and execute post-festival Volunteer Appreciation Party.
• 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.
• Create a written wrap-report and summary of all necessary timeline and budget info.

Qualifications

• Must have experience with film festival theater operations
• Must be comfortable working in Excel
• 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
• Ability to juggle multiple tasks and deadlines across several Festival spaces while maintaining high quality of work
• Comfort navigating events in a Covid landscape, flexibly pivoting operational plans and logistics
• 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

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 Volunteer Manager recruits, schedules, orients, and manages all SFFILM volunteers, and creates a welcoming and supportive environment that encourages volunteerism at SFFILM. The Volunteer Manager is the sole point of contact for SFFILM volunteers during Festival season, acting as a cheerleader and advocate for volunteers, and is responsible for constant communication to volunteers, as well as recruitment of new volunteers. The Volunteer Manager works with the Director of Operations to establish volunteer benefits and is solely responsible for executing those benefits, including a post-festival Volunteer Appreciation Party. The Volunteer Manager will work closely with the Health and Safety Coordinator on COVID-19 safety policies for all volunteers. 

This is a full-time temporary role from February 7 – May 13, paid at a rate of $21 per hour. This role has the expectation of some overtime and nights and weekends required pre-festival, as well as overtime 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

• Works closely with all SFFILM departments to understand and meet festival volunteer needs
• Update and maintain the SFFILM Shiftboard site, including working with Shiftboard customer support to troubleshoot issues
• Update the Volunteer Handbook, Info Sheet, website, and other reference materials for 2022, with an emphasis on Health and Safety Protocols
• Collaborate closely with the Health and Safety Coordinator to ensure the wellbeing  of SFFILM volunteers is prioritized, creating a clear plan for vaccination requirements, establishing PPE contingencies, and facilitating a system of testing/health checks if necessary
• Act as the primary point of contact for all volunteers, including sending out blast communications and responding one on one to volunteer inquiries or questions via email in a thorough and timely manner
• Manage volunteer benefits, working with Box Office, Membership, Communications, and other teams to uphold existing benefits and clearly define volunteer benefits to all
• Manage Lead Volunteer program, including screening, interviewing, training, and providing onsite support in tandem with the Theater Operations Manager
• Plan and conduct the Volunteer Orientation(s), and additional pre-fest Office Hours, as needed
• Participate in Theater Operations Venue Manager training to impart knowledge of how to manage and interact with volunteers on-site to create a positive, welcoming, and effective environment
• Maintain social media presence for the SFFILM Volunteer Program 
• Actively recruit new volunteers, working with community partners to engage new volunteer bases
• Work onsite at all exhibition venues with the Theater Operation team to check in and orient all volunteers
• During the festival, act as a highly visible resource for volunteers, floating to different venues and events to oversee volunteer activity, answer questions, and support volunteer management as needed
• Make sure volunteer coverage is sufficient at all venues and events during the festival, reassigning volunteers and engaging with last minute recruitment as necessary
• Maintain office hours during the festival as necessary, potentially in multiple locations, to ensure high touch communication with volunteers
• Manage the Volunteer Evaluation process – Work with SFFILM staff to supervise volunteer behavior and performance during the festival and take the lead in providing feedback as needed
• Work with the Sponsorship team, Festival HQ & Lounge department, and Production Manager to secure and fulfill sponsor product or donations applicable to the volunteer department
• Work with the Special Events team to plan and execute the Volunteer Appreciation Party, with support from additional Operations staff
• Create a written wrap-report and summary of all necessary timeline and budget info, ensuring volunteer evaluations are on Shiftboard as part of this wrap process

Qualifications

• Demonstrate strong organizational, communication, and time management skills
• Work within predetermined budgetary goals
• Understanding of the larger scope of festival staffing, how various departments operate and utilize volunteers
• Comfortable using the MS office suite
• Friendly, welcoming, and at ease interacting with people with vastly different backgrounds and roles
• Experience navigating events in a COVID-19 landscape, adapting policies and practices flexibly based on evolving circumstances
• Comfortable with the heavy lifting and labor inherent in loading in and out festival sites
• Experience with volunteer recruitment
• Experience with film festivals or other events is a plus
• Experience with social media, such as managing a Facebook group, is a plus
• Experience with Shiftboard 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.

 

This position is no longer accepting applications.