3D Festival Coordinator

1 day ago


London, Greater London, United Kingdom Box Full time

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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