Film Festival Programming & Panels Coordinator

Mill Valley Film Festival

Programming & Panels Coordinator

Location: Hybrid in-office/remote work, with the expectation of local SF Bay Area presence from September through the Festival dates.

Status: Seasonal, full-time

Dates: - 5/15/24 to 10/18/24

Compensation: Non-exempt, hourly $25 per hour

Hours: M-F, except during the festival dates. Some nights and weekends are necessary. Must be available on-call for Labor Day weekend. Festival dates are October 3-13.

About the job

Excellent opportunity for extremely organized administrator and film enthusiast to provide critical support to Programming Department of a prestigious international film festival. Reports to the Director of Programming.

The Mill Valley Film Festival celebrates film as art and education. It is a well-established and respected international festival, known for its commitment to a high quality program that reflects current cinematic and cultural trends. It is a project of the California Film Institute, a non-profit film arts and education organization.

Our Diversity, Equity, and Inclusion Commitment:

We strive for a culture where people sense like they are valued, can bring their whole selves to work free of oppression, injustice, harassment or discrimination, and that they experience belongingness through a common purpose. We are taking steps to ensure that the California Film Institute is a safe and equitable space for staff members, filmmakers, and audiences alike by incorporating inclusivity, diversity and accessibility measures into our business plan and tangible KPIs to hold ourselves accountable to serve and engage diverse audiences through our work. We are also working to examine racial justice internally in order to drive self-discovery and best inform how we can change practices and utilize our voice and position within the community.

Job Duties/Responsibilities

Programming Coordinator:

• Provide diverse administrative support in all areas of Programming Department.
• Support in maintaining critical festival database fields and tracking the progress of
  the festival selection process.
• Organize and take notes for weekly programming meetings.
• Arrange preview screenings for programmers.
• Review exhibition history of films under festival consideration.
• Assist with notification for both accepted and non-accepted entries.
• Assist in sending out confirmation forms and following-up, when necessary, to
  ensure all relevant screening and publications data is current and correct.
• Assist publications with administration for film note copy including proofing of film
  data and ensuring accuracy in fact-checking efforts.
• Support and organize the slotting process; assist in auditing the slotting board for
  compliance of all time/venue expectations.
• Help with inputting screening info for scheduling database and theater tech sheets
  and show flows.
• Support Programming Associate with show flows and updates for Big Nights and
  other special screenings. Support Publicity team on talent itineraries if needed.
• Awards handler, supports additional production needs during the festival.
• Complete a final wrap report and related timeline.

Panels Coordinator:

• Supports and coordinates Behind the Screens panels, as well as Mind the Gap
  Summit as needed.
• Contacts panelists and moderators; coordinates with panel's programmer to provide
  panelists with schedule information, location details.
• Requests biographies from panelists and shares panelist contact information and
  bios with moderators.
• Provides panels copy for Publications, assures web and program information
  regarding Behind the Screens (BTS) panels are kept current and up to date.
• Requests BTS slides, as needed.
• Ensures that seminar venues are set up to accommodate the number of panelists
  and anticipated size of the audience.
• With Theater Ops staff, orders or coordinates required number of tables, chairs,
  microphones and lighting for venues and requests videographer (if budgeted) to record
  panels.
• Checks with panelists for any media presentations (e.g. film clips, Power Point),
  liaises with Tech Director to ensure required formats are supported at the panel venue,
  ensures Theater staff are informed in a timely way.
• Sets up pre-panel Zoom meeting for moderator and panelists, if requested.
• If necessary, requests volunteer support, and supervises volunteers if needed.
• Participates in Volunteer Orientation to give a brief overview of volunteer responsibilities.
• Coordinates panelist needs with Guest Services Manager, including Badge
  requests, arrangements to deliver panelists to their panel locations as required, ensuring
  invitations to filmmaker events (e.g. filmmaker brunches, Active Cinema hike) are
  included in their welcome packages.
• Prepares Show Flow for each panel, and maintains accurate information in FileMaker database.
  
  MVFF's gender equity initiative, Mind the Gap, is committed to 50/50 women directors by
  2020; festival programmers collaborate towards achieving this goal. In 2018, MVFF
  became a signatory to the international 5050x2020 Pledge, initiated at Cannes.

Requirements/Certifications

• Strong computer skills, familiarity with MS Office and FileMaker Pro.
• Film background, education experience and/or festival experience a plus.
• Proven experience in working under pressure.
• Proven skill with handling multiple deadlines.
• Ability to manage time effectively and bring projects to completion.

CFI is an equal opportunity employer to all. We celebrate diversity and are committed to creating an inclusive environment. Our policies prohibit discrimination and harassment of any kind based on age, race, color, gender, gender expression, gender identity, religion, sexual orientation, national origin, disability, genetic information, pregnancy, military or veteran status, or any other protected characteristic as outlined by federal, state, or local laws.