Applications are now open for the vital role of Festival Manager with GAZE Film Festival until Friday 24th February at 5.30pm.
For three decades, GAZE Film Festival has been a cultural pillar of the Irish LGBTQ+ community. GAZE celebrates the finest LGBTQ+ cinema, developing the art form for artists and filmmakers, and creating an annual shared cultural space for the community. Each year we present over 25 screenings including features, documentaries, short film programmes, panels, industry events, workshops and social spaces to discuss and celebrate film and the art of storytelling in an LGBTQ+ context. GAZE is supported by the Arts Council, our lead sponsor Accenture, and many other diverse funders and sponsors.
The Festival Manager is part of the senior management team of GAZE Film Festival and leads on the production and administration of the festival, reporting to and working closely with the Festival Director, who leads on overall strategy and the artistic curation of the festival. The role is offered as a contract for services and would suit an emerging or established arts producer or manager,, with experience in film, festivals, and/or LGBTQ+ culture, as part of a wider portfolio of work.
The Festival Manager manages a range of contractors who work with the festival, including marketing, PR, design, volunteer management, production, social media, and programming assistants. The exact composition of the overall GAZE team will depend on the particular skillset of the Festival Manager, who will lead on the engagement of key contractors.
The Festival Manager is responsible for the day to day running of GAZE, including oversight of agreed work plans of festival contractors, ensuring adherence to the production timeline. The Festival Manager will be expected to work closely and communicate with the Board and its committees to ensure the smooth delivery of the festival within Board-approved budget and in accordance with approved timelines.
The festival dates for 2023 are Wednesday 2th August to Sunday 6th August. The role is offered initially for one year as a contract for services, with a fee of €12,000, with the possibility of renewal. It is envisaged that year round work is part time, with increased engagement in the lead up to, and during, the festival. A work plan will be agreed with the appointed candidate.
To apply, please write to email@example.com with a CV with details of relevant experience and the names and contact details of two references, as well as a cover letter of up to two pages outlining your interest in and suitability for the role. Closing date for receipt of applications is Friday 24th February at 5.30pm. You can contact us at the same address if you would like an informal chat about the role in advance of applying. You can find more information about GAZE at www.gaze.ie.
ROLES AND RESPONSIBILITIES
- Work with the Festival Director to create the overall festival budget for approval by the Board, including target sales and other income, reasonable fees for screenings and contractors, and other spending across the festival programme.
- Keep the financial records of the Festival updated using our bookkeeping system (Sage).
- Obtain quotes and estimates from suppliers for approval prior to commissioning work.
- Create festival spending spreadsheets so anyone can check on fees and status of payments.
- With support from the Development and Finance sub-committees, prepare bank reconciliations and quarterly management accounts from the books and records and issue to the Board in advance of relevant Board meetings.
- Monitor spend in accordance with Budget, conferring with Festival Director and Finance sub-committee where necessary.
- Day to day banking.
- Organise invoices and payments.
- Prepare VAT returns.
- Monitor petty cash.
- Prepare annual financial report on festival income, spend and profit as soon as possible following completion of festival.
Sponsorship and Grant Applications
- Prepare and submit all relevant grant applications on a timely basis and manage relationships with funders, with input from the Festival Director.
- In conjunction with the Festival Director and relevant Board committees, manage relationship with sponsors and work to identify and engage new ones.
- Deliver on agreed arrangements with sponsors, including billing and collection, supplying all sponsorship logos and other materials for programme print to designers, and reporting to funders post-festival.
- Manage relationship with Festival Friends, including communication with Festival Friends, maintaining database of Festival Friends, and identifying and engaging new Festival Friends.
- Organise events for funders, sponsors and Festival Friends outside the festival period, with support from Festival Director
- Prepare post-festival reports on full audience attendance figures, other festival engagement, and festival budget (spend and profits) for Board, Director, and sponsors as appropriate.
- Coordinate the project management of the annual film festival, acting as the main point of contact for sponsors, venue operators and GAZE staff.
- Maintain relationship with key production staff.
- Supervise Box Office in liaison with venues and provide regular sales reports to Festival Director and Board
- Oversee technical requirements for venues and enure timely print management.
Marketing and Advertising
- Produce a production schedule for the creation of the festival brochure in collaboration with Festival Director, marketing consultant, graphic designer and printer.
- Assign production tasks and deadlines to everyone involved in brochure production, and work closely with the team to oversee production of the printed and online Festival Programme, including editing, design, proofing, printing, and distribution.
- Solicit advertising for Festival Brochure, and organise delivery of all advertising and sponsor artwork to designer for brochure.
- Monitor timely production schedule, including issuing reminders and chasing materials, all the way to final delivery of brochure.
- Prepare copy for other marketing/publicity materials with content prepared by Festival Director.
- Liaise with media regarding Advertising Support.
- Liaise with Festival Director and PR Agency re. interviews and media coverage.
- Prepare and monitor mailouts, working with a freelance marketing consultant
- In collaboration with the Festival Director, liaise with filmmakers and other guests regarding availability and travel/accommodation arrangements
- Book accommodation and transport where required.
- Seek accommodation deals and sponsorship.
- Provide Welcome/Info Packs to guests.
- Supervise the output, working hours, productivity and well-being of all GAZE staff with support from Festival Director.
- Assign and delegate appropriate tasks, from this role description or any others arising, to a freelance Festival Administrator or other contractors, in agreement with Board and Festival Director.
- Identify additional duties for interns and freelance staff and train and delegate as appropriate.
Support the Volunteer Coordinator to:
- Prepare brief and training for volunteers
- Recruit and select suitable Volunteer Coordinator and volunteers.
- Support and supervise scheduling of volunteers during Festival.
- Coordinate Audience Awards
- Coordinate Audience Research Sheets