3D Festival Coordinator
1 day ago
Role Overview
The Event Production Specialist will be responsible for overseeing the smooth running of events at our festival, ensuring that all logistical and operational aspects are well-managed.
This includes managing a team of Venue Coordinators, coordinating with technical staff, and working closely with the marketing team to promote the festival.
Duties and Responsibilities
- Oversee production of the Festival Hub at Rich Mix, supporting the Expanded Realities (ExR) Producer and the Talks and Workshops Coordinator with the set-up and de-rig of their spaces.
- Work with the ExR Producer, Guest team, Technical Manager and Talks & Workshops Coordinator to create an inventory of all items required in each space.
- Act as venue manager at the Festival Hub for the duration of the festival, working with the venue staff to ensure the smooth running of festival spaces within the building.
- Work with the Marketing and venue teams to oversee production design and signage at the Festival Hub.
- Work with the Festival Producer and Marketing Manager to engage and manage sponsors. Liaise with sponsors on delivery of stock and ensure all partnership commitments are fulfilled.
- Assist with hiring and managing external Venue Coordinators. Organise a pre-festival briefing and meetings between the Venue Coordinator and the managers at their assigned cinema venue.
- Manage the Volunteer Coordinator and provide all information needed for scheduling volunteers.
- Support the exhibition Curators and ExR Technical Producer on the design and production of the expanded realities exhibition.
- Oversee daily guest and team lunches, networking sessions and 1:1s.
- Work with the Festival Producer to ensure the smooth delivery of festival parties and social events.
- Work with the Volunteer Coordinator to ensure events are adequately staffed by volunteers.
- Produce daily schedules and contact lists for team members.
- Produce procedure sheets for all screenings, talks and other live events. Circulate with wider team and external venues.
- Work with the Technical Manager to plan logistics and requirements for all events.
- Produce risk assessments and insurance inventories for the festival.
- Organise a pre-festival briefing for the full festival team.
- Work with the marketing team to oversee the audience feedback process.
- Manage production budget and provide all relevant information for accounting on production-related activities.
- Manage Venue Coordinators each day, troubleshooting any issues raised by the venue coordination team.
- Manage daily production meetings with the wider team.
- Write evaluation/debrief reports and thank you emails, and tidy up paperwork in the week after the festival.
- Act as an ambassador for Open City Documentary Festival at all events attended.
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