- Title: Annapolis Film Festival 2023
- Job Requirements: Must be local to location (or willing to work as a local).
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Additional Requirements:
- Are you an experienced coordinator with grace, humor, and professionalism that has the ability to deal with high-level industry talent and guests?
The Services to be performed by Freelancer as Hospitality Coordinator include, but are not limited to the following:
Works directly under the supervision of the Director of Programming, Festival Directors and Festival
Producer, and Manager, and report directly to Festival Directors (whenever applicable) to determine festival needs for transportation, hospitality, and guest relations.
Produces a comprehensive filmmaker and guest contact list (for internal use only), blocked out schedules for transportation captain, and manages the contacting and hospitality needs of all Festival participants and artists, industry guests, including detailed negotiation of all travel and transportation costs and schedules, operations, and technical specifications and needs.
Oversees the writing of all guest itineraries with Director of Programming including airfare, train or auto; hotel accommodations, and all events where filmmaker or guest is expected such as panels, Q&A’s, Coffee Talks With…etc., under the direction of the Festival’s Director of Programming for all guests to be sent no less than 72 hours prior to departure of their travel.
Plans the staging of and staffing by Hospitality Volunteers of the Filmmaker Lounge and Welcome Center.
Freelancer will need to adopt a flexible attitude in the performance of the duties under this Agreement, recognizing that responsibilities may change (after discussion with the Festival Producer and Festival Directors) to accommodate the needs of the festival.
Hospitality assists with Programming details, for AFF 2023 and delivers to the Festival Director(s) and Festival Producer ideas for filmmaker engagement.
Coordinates with security team coverage and protection for all A-list guests.
Works with Special Events Team Leader on security protocols for guests at parties.
Assists with all professional communication on behalf of AFF and coordinates travel, accommodations and itinerary with filmmakers and industry guests. Acts as POC for top-level guests for Red Carpet.
Creates with Festival Manager, LOOK BOOK for the PR team, volunteers, and staff prior to Opening Night.
Work closely with others to achieve Hospitality standards and goals and works to coordinate travel, transportation and accommodation needs of invited filmmakers and industry guests and track costs. No unapproved travel costs will be covered for festival guests. Will inform FD and FP of special circumstances if invited guests ask for more than airfare and/or train and accommodations and will determine costs for pre-approval. May need to book special limo services or other needs for guests as pre-approved.
Tracks expenses for travel and accommodations on a daily basis for the Festival Producers, AFF President,
Festival Producer, Festival Manager, and AFF Treasurer; booking only pre-authorized travel expenses. Discovers and troubleshoots any on-site issues and reports them back to FP, FD, and FM for consultation.
Agrees to utilize their AFF email with regard to all communications with colleagues, guests, distributors and other important partners throughout the film festival.
Helps inform the program by managing the availability dates of the filmmakers/guests knowing that this impacts panel dates, film screening slots in schedule, and special programs and highlights throughout the process for the 2023 Annapolis Film Festival.
Works with Festival Manager, Program Director, and Hospitality Chair and transportation team for the airport and train runs and AFF staff assigned to local transportation scheduling.
Manages Drivers of Festival Courtesy cars (Porsches) and coordinates with them to give 15 min heads up if they are expected at the event so that we can arrange transportation to keep the schedule on time.
Helps identify any sponsorship and fundraising opportunities in line with the festival's ambitions if they arise.
Will be responsible alongside the Director of Programming, Festival Producer, and Festival Directors, and Festival Manager for the generation of post-Festival wrap reports and evaluations, receipts, invoices, programming information and the preparation of board reports.
Ensure the Festival’s equal opportunities policies are followed and actively practice social inclusion in all aspects of work and will be kind, and courteous and maintain a professional manner when representing AFF.
Is available for consultation for no fewer than three weeks post-festival to help with clarification of paperwork and the post-festival clean-up and wrap process, which will take place through the end of March and beginning of April.
Is part of the post-festival decompress to determine problems/solutions for next year and provide an after-festival report of recommendations for the Festival Directors and the BOD.
Is responsible for the generation of post-Festival wrap reports and evaluations, accounting for any receipts, invoices, and programming information, and the preparation of board reports.
Ensures that the festival’s equal opportunity, whistleblower, and privacy policies are followed and you actively practice social inclusion and tolerance in all aspects of work.
Other duties as assigned.
Payment - TBD depending upon experience.
We welcome diversity and inclusion and are a friendly workspace.
Additional Remuneration: Accommodations will be provided in town from March 23, 2023, through Monday, March 27, 2023.