Atlanta Film Festival

Casting Call: Guest Services Coordinator

Job Type: Seasonal (February – May, 2024)

Location: Atlanta, GA

Job Summary: ATLFF is in search of a highly organized and detail-oriented Guest Services Coordinator to oversee all aspects of guest services for the 46th Atlanta Film Festival. This role entails coordinating travel, accommodation, and hospitality services for festival guests, including filmmakers and industry representatives. The Coordinator will also lead and mentor guest services liaisons, ensuring top-tier guest experiences throughout the event.

Key Responsibilities:

Travel:

• Arrange travel and accommodation for festival guests, including filmmakers, jury members, conference attendees, and sponsors.
• Manage arrivals and departures for special guests.
• Liaise with individuals and organizations arranging their own travel/hotel accommodations.
• Cultivate relationships with hospitality partners and hotels to optimize guest experiences while staying within budget.

Coordination:

• Collaborate with producers and distributors of marquee films on special requirements, press, and festival obligations.
• Coordinate special events and programs for filmmakers and special guests.
• Assist filmmakers in securing tickets for their screenings.
• Identify qualified liaisons for high-profile/special guests.

Database Management:

• Regularly update the master database with guest information, attendance dates, event participation, titles/roles, and festival involvement.
• Share guest attendance document with relevant stakeholders.
• Create and manage accreditation and credentialing processes.
• Establish and maintain a travel tracking document for all guests.

Additional Services:

• Outline duties/hours for filmmaker liaisons in consultation with the Executive Director and relevant staff.
• Participate in recruiting filmmaker liaisons.
• Develop basic filmmaker and guest etiquette guidelines for volunteers.
• Coordinate the assembly of VIP Guest gift bags.
• Supervise onsite guest services and check-in, ensuring proper staffing and resource availability.
• Assist with proofing festival communications featuring filmmaker and guest information.

Requirements:

• Previous professional experience in travel booking is mandatory.
• Proficient in written communication.
• Expertise in data tools such as Google Sheets and Airtable.
• Highly organized with exceptional attention to detail.
• Ability to work evenings and weekends as needed.
• Must be available onsite for the entire duration of the 46th Atlanta Film Festival (April 25 – May 5, 2024).

Compensation:

• This is a seasonal position with a competitive compensation package commensurate with experience.

Casting Call: Volunteer Coordinator

Term: January 29th – May 17th, with additional training dates as needed.

Responsibilities: As the Volunteer Coordinator for the 2024 Atlanta Film Festival, you will play a crucial role in ensuring the smooth operation of volunteer support throughout the event. Your responsibilities will include:

• Reporting directly to the Operations Director.
• Recruiting and conducting training for volunteers.
• Collaborating with all festival departments to ensure adequate volunteer support coverage.
• Overseeing daily volunteer roles and responsibilities during the festival.
• Coordinating with relevant staff to provide appropriate training for volunteers, ensuring their safety and success in their roles.
• Creating schedules for both General and Specialized Volunteers as required.
• Working with ATLFS staff to develop content for volunteer orientation videos.
• Crafting comprehensive Volunteer Orientation presentations for in-person orientations, covering rules, roles, expectations, and safety training.
• Ensuring volunteers operate in a safe, healthy, and supportive environment in compliance with all relevant legislation and regulations.
• Facilitating the volunteer exit or dismissal process.
• Preparing post-festival volunteer surveys including questions and contact lists.
• Planning and executing formal and informal volunteer recognition activities to express appreciation for their contributions, culminating in a post-festival volunteer appreciation event.
• Resolving critical issues in a timely and professional manner.
• Producing a comprehensive post-festival report covering your areas of responsibility.

Compensation: $5000-$6000 depending on experience. This is a temporary, seasonal contractor position with a flat-rate payment structure and does not include benefits.

Requirements: While training will be provided if necessary, the successful candidate must be a creative self-starter with the capability to independently manage detail-oriented tasks on a deadline. Effective collaboration with other members of the ATLFF team is essential.

Timeframe & Hours: This role involves flexible hours, including some evenings and weekends, leading up to and during the 48th ATLFF, which takes place from April 25th to May 5th. Additional training will be provided prior to the festival.

Job Opportunities with the Atlanta Film Festival

POSITION DESCRIPTION: We are seeking a seasonal Box Office Manager to oversee all ticketing operations in the lead-up to and during the 48th ATLFF, April 25 – May 5, 2024.

RESPONSIBILITIES:

• Reports to the Operations Director
• Works extensively within ticketing and virtual platform, Eventive
• Maintaining and overseeing the operation of ATLFF’s online ticketing platform for up to 200 events
• Manage box office operations including but not limited to: the creation of events, enforcement of policies, running of reports, and interfacing with customers
• Enter and track comp requests
• Manage multiple email and voicemail inboxes and return communications in a timely manner.
• Maintaining ongoing evaluation of seating inventory including holds
• Assess/Secure box office signage and prepare daily materials for all venues
• Prepare venue boxes for off-site venues with box office supplies in advance of the Festival
• Interview and hire festival Box Office Staff with support of Operations Senior Staff
• Train Box Office Leads/Box Office Associates on ticketing software for sales at festival venues
• Manage badge holder RSVPs from attendees, filmmakers, sponsors and VIP Guests
• Works closely with the Programming Department to ensure correct details and assets are represented including film descriptions, stills, screening times and virtual film content.
• Maintain and distribute passes as needed manage the procedure for the physical/virtual distribution and maintenance of festival badges/passes
• Generate final box office reports for each event with ticketing
• Reconcile box office & report totals every night of the festival
• Solve critical issues in a timely and professional manner
• Write a comprehensive post-festival report covering your areas of responsibility

REQUIREMENTS:

• Film Festival/Box Office experience
• Live event experience
• Experience supervising a team
• Training, if needed, will be provided for the festival ticketing system, but the successful candidate must be a creative self-starter who is capable of independently managing detail oriented tasks on a deadline and efficiently work with other members of the ATLFF team.

Leading up to the festival and for the duration, this position will be the front line of ATLFF customer service. It is extremely important that the Box Office Manager is an effective communicator and problem solver, and a personable, friendly, customer-service oriented team member.

TIMEFRAME & HOURS: This temporary, seasonal position that pays a flat rate and does not include benefits. The Box Office Manager is expected to work flexible hours February – April on some evenings and weekends and be onsite full-time during the 48th Atlanta Film Festival (April 25 – May 5, 2023).

COMPENSATION: $5000-$6000 depending on experience.