Festival Coordinator, Theater Operations

$42,266 - $42,266/Yr

Sundance Institute - Park City, UT

Full-time - Entry Level

Remote - Park City, UT

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Festival Coordinator, Theater Operations is responsible for coordinating logistical and operational duties to support the Theater Operations Department at the Sundance Institute. This role is crucial in ensuring a successful and positive in-person Festival experience for all artists and patrons. The Coordinator will work closely under the direction of the Senior Manager, Production and Theater Operations, as well as the Festival Manager, Theater Operations. This temporary position is full-time and will run from Wednesday, October 9, 2024, through Friday, February 14, 2025. The Coordinator will be required to work extended hours, including evenings, weekends, and holidays, to meet key deadlines and respond to on-call needs as assigned. The position requires the individual to be based within a commutable distance to the Park City, UT office to work onsite in a hybrid capacity throughout the employment period, with opportunities for remote work leading up to the Festival in January. Key responsibilities include confirming budgets, timing of orders, and facilitating delivery schedules for theater equipment and supplies. The Coordinator will also be involved in coordinating theater load-ins and load-outs, receiving inventory, and developing schedules for moves and build-outs. Additional tasks include ordering and tracking inventories, acting as a department representative during the Festival, supporting the setup of the Theater Operations Festival Office, scheduling and training volunteers, distributing film posters, maintaining accurate team contact information, and managing the Theater Operations Department vehicle rental fleet. The Coordinator will also take minutes at department meetings and assist with timelines, inventorying, ordering, and special screenings as directed. A comprehensive written wrap report will also be required at the end of the Festival.

Responsibilities

• Confirming the budget, timing of orders, and facilitating delivery schedules for theater equipment and supply orders.
• Coordinating theater load-ins and load-outs, including receiving inventory, rental and storage equipment, developing schedules, moves, and build-outs.
• Ordering, tracking inventories, and distributing theater signage as directed.
• Acting as a department representative for the Theater Operations Office during the Festival, including answering or routing questions as needed.
• Supporting the setup of the Theater Operations Festival Office including desks space, furniture needs, and technology installation.
• Scheduling, training, and leading volunteers as assigned.
• Distributing film posters to assigned theaters as directed by the Press Office.
• Creating a system to maintain and distribute accurate team contact information, including phone numbers, schedules, locations, and calendars.
• Tracking, distributing, and collecting theater keys to and from volunteer theater managers, technical presentation, operations, and Technology Services personnel.
• Coordinating and conducting daily runs for equipment and supply deliveries for all theaters.
• Supporting the management of the Theater Operations Department vehicle rental fleet.
• Taking minutes at department meetings and routing them to the team.
• Assisting the team with timelines, inventorying, ordering, and special screenings, as directed.
• Writing a comprehensive written wrap report.

Requirements

• Legal authorization to work in the United States.
• Valid driver's license and successful completion of MVR background check.
• 2 years experience in venue or event operations or related.
• Outstanding verbal, written, and interpersonal communication skills to work effectively with a variety of people.
• Excellent organizational skills and the ability to prioritize.
• Ability to move items up to 50 lbs.
• Working knowledge of databases along with proficiency in Google Products preferred.
• Knowledge of Park City and Salt Lake City is a plus.

Nice-to-haves

• Experience in event planning or coordination.
• Familiarity with theater operations and logistics.
• Ability to work under pressure and meet tight deadlines.

Benefits

• Employee assistance program
• Paid holidays
• Paid sick time
• Sundance Film Festival passes and benefits (varies each year)