Venue Logistics Coordinator

POSITION: Venue Logistics Coordinator
HIRE DATES: August 4th – November 14th
WORK HOURS: Contract. 40 hrs/week. Monday – Friday, will require additional hours and weekends in the weeks leading up to and during the Festival. In-Person. No remote opportunities available. Local applicants are preferred.
REPORTS TO: Executive Director
COMPENSATION: $800/week

ABOUT US: Austin Film Festival (AFF) furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film, television, theatre, and new media to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation and encouraging long lasting community partnerships. The Austin Film Festival is a not-for-profit 501c3 corporation.

JOB DESCRIPTION: The Venue Logistics Coordinator is responsible for organizing and following through with all logistical needs regarding signage and other related rentals at all venues as well as managing a team of volunteers to set up and break down venues across all Festival and Conference locations.

RESONSIBILITIES: The responsibilities of the Venue Logistics Coordinator include but are not limited to:

Pre-Festival:

• Serve as AFF’s point-of-contact for office space rental (aka AFF’s Tech Center), out of which all Festival & Conference operations will occur during the week of October 23rd
• Manage and supervise the move-in and maintenance of the Tech Center, including phone and internet set up
• Work closely with AFF departments to plan venue needs
• Work with the Executive Dept. to fulfill City of Austin permit requirements
• Manage AFF equipment storage unit(s), including moving and transporting
• Serve as point person for equipment and rental vendors
• Acquire the necessary equipment and rental items for Festival use, such as:
  • banners, signs, easels, director’s chairs, pipe and drape, walkies, etc.
  • Coordinate with venue contacts and AFF’s audio-visual contractor for proper timing of set up and breakdown of equipment
  • Serve as point person for any signage that needs to be created
  • Manage and adhere to a set, pre-determined budget
  • Secure and manage a robust team of 10-15 volunteers to help prep and execute day-to-day load-ins, loadouts, set-ups, and breakdowns during the Festival

During the Festival:

• Oversee overall setup of all venues throughout the extent of the Festival, including possible changes in programming/venues on short notice, ensuring the facilitation of a successful Festival
• Assist Conference Dept. to ensure conference venues are set up according to pre-determined schedule
• Coordinate all Conference water supply needs
• Assist Sponsorship Dept. to ensure sponsorship venues are set up according to a pre-determined schedule, including the proper display of sponsorship banners
• Assist Film Dept. to ensure film venues are set up according to a pre-determined schedule
• Assist Marketing Dept. to ensure red carpet events are set up according to a pre-determined schedule
• Coordinate with venues and preferred audio-visual contractor for proper timing of set up and breakdown of equipment
• Manage the delivery of the proper number of director’s chairs for panels and Q&A’s at various Festival locations
• Provide AFF departments with updates on venue set ups
• Adhering to all signage needs for Austin Film Festival TV Show, On Story®
• Manage check-in and check-out of walkies during the Festival
• Manage programming, sign-in, and sign-out of AFF phones, mainly used by Transportation and Volunteer Depts.

Post-Festival:

• Manage return of equipment and rentals to vendors
• Manage return of AFF equipment to storage unit(s) in an orderly manner for future use
• Manage and supervise move-out of the Tech Center
• Provide wrap up and update materials, including inventory and invoicing

In General:

• Provide exemplary customer service
• Provide weekly reports and attend weekly meetings
• Adhere to and complete a pre-determined timeline
• Create wrap up report and provide completion materials
• Commitment to the AFF Mission Statement

QUALIFICATIONS:

• Must be able to lift at least 25 lbs.
• Excellent time management, problem solving skills, and patience
• Experience working with, communicating with, and managing a team
• Excellent interpersonal skills and an ability to exercise patience
• Customer service experience
• Ability to prioritize and delegate in high stress, high volume situations and deal with last-minute changes
• Prior attendance to Austin Film Festival is a plus
• Must have a car, valid driver’s license, auto insurance policy, and be comfortable operating a van/box truck
• Microsoft Office skills required
• Must be available during the Austin Film Festival, October 23rd – 30th, 2025