Film and Event Specialist

The Opportunity

The Film and Event Specialist is a key role on the Banff Centre Mountain Film and Book Festival team that supports the strategy and execution of live and virtual events. This role supports the logistics, administration, and operations, and ensures the successful execution of all programs.

Roles and Responsibilities

Reporting to Festival Manager, below are some key accountabilities:

Contacts & Communication

• Acts as the primary point of contact and facilitates communication between the Festival and World Tour teams, Production and external groups such as filmmakers, and possibly other Banff Centre departments, employing effective problem-solving methods in order to ensure a successful festival and tour delivery.
• Initiates and maintains extensive external contact with filmmakers, producers, distributors and production companies, venue technicians, tour hosts, sponsors and film festivals in all matters regarding film acquisition, content, programming and delivery, as well as festival and tour event production.
• Negotiates and uses persuasion in order to acquire films and film licenses from external contacts; expected to use sound judgment and knowledge of Film Festival rules and regulations, the mountain film industry and licensing procedures when doing so in order to achieve desired result; empowered with the ability to waive and negotiate entry fees.
• Provides exceptional customer service delivery and demonstrates the ability to find solutions to problems when dealing with internal or external clients, artists, participants, employees, and guests
• Uses sound judgment, diplomacy and conflict/problem resolution skills when communicating with a variety of external and internal stakeholders in individual as well as group settings.

Film Programming & Production

• Researches and actively recruits film programming from filmmakers, distributors and production companies, and other film festivals.
• Maintains knowledge of current industry events, trends and new releases through regular research in relevant periodicals, journals, catalogues, internet sites, etc. and regular communication with other international festivals.
• Processes information on incoming Festival and World Tour film entries and masters, maintaining and updating all information in all software platforms, website and database, ensuring the integrity of film data.
• Working with the Senior Technical Producer and general Production team, determines required film format conversions and expedites the process by working with internal and external service providers.
• As part of the film selection team with the World Tour Manager, Festival Manager, and Director of Mountain Culture, provides input into the final program selection Festival, World Tour, and online programming.
• Executes final Festival, World Tour, and online film programs; prepares licensing agreements, reconciles film-specific reports for filmmakers, tour hosts and finance.
• Coordinates the transcription, open/closed-captioned and subtitling processes for all film programming.
• Arranges all details for the pre-selection process including the scheduling, recruiting and coordination of volunteers, determination and acquisition of technical online systems and equipment, administration of logistics and provision of input into the rating and ultimate inclusion/exclusion of films.
• Prepares regular reports for Director of Mountain Culture including, but not limited to, films entered to date, hit list status, film pre-screening results, film finalists, film licensing status.
• Makes recommendations for changes to existing procedures, services and documents which impact the Festival and World Tour and other departments (i.e., modifications to entry form rules and regulations; changes to procedure of levying and collecting film entry fees: Financial Services impact; modifications to authoring and duplication procedures: Production Services impact).
• Provides input into general Mountain Culture and Event programming.
• Coordinates set-up and monitoring of on-demand screening processes and oversees volunteers for the Festival and World Tour.
• Works closely with the Director of Mountain Culture and the Production team on all film related events such as screenings, award ceremony, and socials.
• Responsible for the creation and updates of projectionists’ lists during the Festival.
• Expedites smooth and cost-effective receipt and delivery of film related assets (masters, awards), including communication with Banff Centre receiving, and external customs brokers where required.
• Works with respective government organizations to ensure all film content has been classified and cleared as per provincial regulations.
• Completes post-Festival and World Tour correspondence and follow-up with film finalists and film entrants.
• Assists in film jury process as required.
• Supports all film-related aspects of other screenings including Banff Centre conference screenings, International Mountain Day, community screenings, the Reel Time Film Series and all other special events.

Financial Responsibilities

• Supports and works within approved budget, to ensure that overall financial expectations are realized in relation to film licensing, film competition, and Festival and World Tour delivery.
• Reconciles and submits payments for filmmaker licensing fees according to Banff Centre policies.
• Financial responsibilities include preparation and submission for a variety of financial elements (purchase requisitions, Banff Centre purchasing cards, cheque requisitions, and other required documents).
• Provides support for budget development.
• Monitors budgets and expenditures through approved tracking systems.

Qualifications and Educational Requirements

• Completion of a college or university degree in business, project management or event production
• 3+ years’ experience in project management or event production, working in an administrative capacity.
• Specialized training in event planning, and/or hands-on experience in a festival or special event environment, is an asset, in particular film festivals or touring events.
• Project and production scheduling skills are essential.
• Proven event management skills in a fast-paced work environment
• Demonstrated experience working with a broad range of internal and external stakeholders is essential.
• Ability to work independently, to lead by example, to problem-solve, and to communicate effectively, while working cohesively within a dynamic team.
• Strong analytical, writing, and interpersonal skills are required.
• Effective under pressure with the adaptability to shift priorities in an environment with competing simultaneous requests and high-volume workloads.
• Proficient with Microsoft Office programs, and competent working with custom software programs and using internet and web-based communication methods, adept at new technologies, software applications, and digital platforms.
• A knowledge of and personal interest in outdoor activities, films, and industries is necessary.

Employment Terms & Benefits

• In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500-hour probationary period.
• The annual salary for this position is between $56,388.80 - $59,196.80, depending on experience, based on working 40 hours per week.
• The successful candidate will have access to a range of benefits through Alberta Blue Cross and will be eligible to participate in our defined benefit pension plan.
• Benefits of working at Banff Centre are:Transitional staff housing options (based on availability)Professional developmentStaff cafeteria and restaurant discountsEmployee Assistance PlanOnsite fitness facility at a discounted rate – first month free for new staff!