Festival Associate Manager, Event Logistics

Position Overview

The Festival Associate Manager, Event Logistics is charged with the planning and execution of Sundance Institute’s premier opening night event during the Sundance Film Festival, as well as supports the Events Department with other key responsibilities and events as assigned.

Working closely under the Associate Director, Events, the Festival Associate Manager, Event Logistics supports a successful and positive event experience for all attendees.

This temporary position works full time from Wednesday September 6, 2023 through Friday, February 9, 2024 and will be required to work extended hours, including some evenings, weekends, and holidays to meet key deadlines and respond to on-call needs as assigned. This position is based out of our Park City, UT office location in order to work onsite in a hybrid capacity throughout its employment.

Top priorities include but are not limited to…

• Obtaining necessary permits and vendor contracts; submitting equipment rental orders, payment requests, production assistance needs, signage orders, security needs, and evacuation plans while overseeing that all equipment and furniture are ordered, delivered, and returned by set deadlines.
• Working with Institute departments and external talent vendors, on artist invitations, arranging flights, transportation, and lodging.
• Managing the expense budget tracker against projected and actual budgets; supporting the Associate Manager, Event Guest Relations with processing and tracking the event budget as requested.
• Coordinating and providing direction to volunteers, assigned employees, food and beverage, vendors, etc while onsite during events.
• Supporting communication and material needs for Event Chairs, Board of Trustees, and event sponsors as needed.
• Completing a comprehensive written wrap report.
• Managing operational and logistical needs in collaboration with Associate Director, Events, internal colleagues and departments, and external vendors throughout event planning and execution to ensure that all internal deadlines, needs, and budget are met.
• Working closely with the Marketing and Communications team in collaboration with the Associate Manager, Event Guest Relations on event collateral, including developing messaging and design, gathering feedback and approvals, and ordering and compiling materials.
• Supporting departmental projects including operational planning, data collection, digital folder organization, Institute-wide calendar updates, etc as needed
• Documenting all aspects of the event in detail including photos, banquet event order (BEO), evaluation sheets, layout, process, correspondences, issues, etc.
• Maintaining positive partnerships with vendors, providing timely communications, and addressing feedback or issues.
• Collaborating closely with and maintaining consistent communication with the Associate Manager, Event Guest Relations to ensure revenue and expenses are on track.
• In collaboration with the Associate Director, Events and leadership, developing and facilitating event programs including run of shows and program remarks.
• Coordinating site visits and meetings with internal and external stakeholders.
• Training, supervising, creating schedules, and ensuring evaluations are complete for assigned department volunteers as directed.

You Have The Following Direct Or Transferable Skill Sets

• Experience in large-scale event production and working with donors and board members preferred.
• Outstanding verbal, written, and interpersonal communication skills to work with a variety of people.
• Ability to maintain confidential information.
• Legal authorization to work in the United States.
• Working knowledge of databases is preferred.
• 3 years experience planning and executing events.
• Excellent organizational skills and with the ability to prioritize.
• Working knowledge of Gmail, Google Drive (including Google Docs and Google Sheets and Google Calendar).

You will be successful in this role if you...

• Jump in quickly to support your colleagues and the team.
• Adapt to changing and developing circumstances and processes.
• Collaborate within the Events and Partnerships teams as well as with other departments.

In addition to an hourly pay of $24.17, this position is eligible for benefits & perks, highlights include:

• Sundance Film Festival passes and benefits (varies each year)
• Employee assistance program
• Paid sick leave and Institute holidays
• Employee Wellness Initiatives