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Festival Manager

Employer GAZE International LGBTQ Film Festival
Job Type Arts Administration
Location All Ireland
Salary 11-13,000 DOE
Closing Date 28 Feb 2021
Application Form GAZE-Festival-Manager-Role-Description.pdf 456.75 kB

Description

FESTIVAL MANAGER

ROLE DESCRIPTION

 

GAZE INTERNATIONAL LGBTQ FILM FESTIVAL

GAZE was founded as Dublin Lesbian and Gay Film Festival in 1992 before rebranding as GAZE in 2006, with the mission to celebrate the power of LGBTQ+ stories on film. For almost three decades, GAZE has brought strangers and friends together for breathtaking, mind-bending and life-affirming cinematic experiences. GAZE celebrates the finest LGBTQ+ cinema, developing the art form for artists and filmmakers, showcasing international cinema which would not otherwise be seen in Ireland, and creating an annual shared cultural space for the LGBTQ+ community. Each year we present over 25 screenings, including features, documentaries and short film programmes, as well as panels, industry Q&As, workshops and social spaces, to discuss and celebrate film and the art of storytelling.

 

 

ROLE DESCRIPTION

GAZE International LGBTQ Film Festival wishes to hire a Festival Manager. The senior management team of GAZE includes the Festival Manager, who leads the administrative delivery of the festival and the Creative Director, who leads the artistic curation of the festival. Both roles report to the Board of Directors of GAZE, and the Chairperson will be the primary point of support and contact. The Festival Manager will be supported by the three sub-Committees established by the Board;

  • Development
  • Finance
  • Programming

 

The team is also supported by a number of contractors, such as marketing, PR, design, volunteer management, production teams, and programming assistants. The exact composition of the overall GAZE delivery team will depend on the skillset of the person appointed as Festival Manager, and the manager will lead on the procurement of the key contractors.

 

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 Manager is responsible for the day to day running of the festival, including oversight of agreed workplans of festival contractors, to ensure adherence to the production timeline. GAZE has two main events: the Film Festival in late September/early October in Dublin, and a smaller-scale regional event, GAZE West, in Westport around midsummer. The Festival Manager will coordinate the administrative delivery of both.

 

Depending on the skills and experience of the appointed candidate, the role will include:

 

Financial Management

  • Keep the financial records of the Festival updated using our bookkeeping system (Sage)
  • With support from the Development and Finance sub-committees, prepare bank reconciliations and issue to the Board in advance of each Board meeting
  • Prepare 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
  • Day to day banking
  • Organise invoices and payments
  • Prepare VAT returns
  • Monitor petty cash
  • Report to Board on regular basis, ensuring festival is delivered within budget.

 

Sponsorship and Grant Applications

  • Prepare and submit all relevant grant applications on a timely basis and manage relationship with Grant Bodies with input from the Creative Director
  • In conjunction with relevant Committee(s), manage relationship with sponsors
  • Deliver on agreed arrangements with sponsors
  • Supply all sponsorship logos and other materials for programme print to designers
  • Billing and collection
  • Reporting to funders post-festival
  • Prepare letters/mail outs to Festival Friends
  • Follow up (support from selected Board members) with calls to Friends/Potential Friends
  • Manage all communication with Friends to ensure good relationship
  • Maintain Database of Friends
  • Organise friends and donor events throughout the year with programming support from the Creative Director

 

Festival Production

  • Maintain relationship with Key Staff
  • Supervise Box Office in liaison with Venue
  • Oversee technical requirements for Venue
  • Liaise with festival venues to ensure timely Print Management
  • Coordinate the project management of GAZE headline festival in autumn and regional GAZE festival in summer

 

HR Management

  • Overall line management of festival team and coordination of additional personnel that are being engaged by the festival
  • Identify duties for interns and train and delegate as appropriate
  • Support the Creative Director

 

 

 

Volunteers

Support the Volunteer Coordinator in their work to

  • Recruit and select suitable Volunteer Coordinator and volunteers
  • Prepare brief and training
  • Support scheduling of volunteers during Festival
  • Supervision
  • Provide ID and ticket allocation for Volunteers
  • Coordinate Audience Awards
  • Coordinate Audience Research Sheets

 

Marketing, Advertising, and Guest Liaison

 

  • Work closely with and support the Creative Director to oversee production of the printed and online Festival Programme, including editing, design, proofing, printing, and distribution.
  • Prepare copy for marketing/publicity materials with content prepared by Creative Director
  • Liaise with RTE, Irish Times and other media regarding Advertising Support
  • Liaise with Creative Director and PR Agency re. Interviews and all media coverage
  • Prepare and monitor Mailouts
  • Liaise with Tourism Agencies
  • Solicit Advertising in Programme
  • Organise of delivery of all ad artwork to designer for programme
  • In collaboration with the Creative Director, liaise with guests re. availability and travel/accommodation arrangements
  • Book flights where relevant
  • Seek accommodation deals/sponsorship
  • Book accommodation
  • Provide Welcome/Info Packs to guests
  • Organise transport (in liaison with selected Board Members)

 

 

 

PERSON SPECIFICATION

Essential:

  • Experience of working in arts organisations and an enthusiasm for the arts
  • Experience of event management
  • Excellent written and verbal communication skills
  • Strong organisational and administrative skills
  • Can-do attitude and ability to work on own initiative
  • Willingness to multitask and work as part of a small dedicated team
  • Financial management experience, especially bookkeeping and VAT returns
  • Working knowledge of funding institutions in the arts
  • and cultural sector
  • Flexibility to manage workload across the year
  • Appreciation of diversity and inclusion, and of LGBTQ community in Ireland

 

Desirable:

  • Experience of managing arts festivals
  • Experience of working with the Arts Council or in Arts Council funded organisations
  • Understanding of corporate philanthropy and fundraising
  • Passion for film and understanding of the Irish film industry

 

 

 

Apply

APPLICATION PROCESS

The role is offered as contract for services for GAZE 2021 and 2022. The nature of the workload is such that certain points of the year, in the build up to the festival and around funding deadlines, are busier than others.  The successful applicant will be expected to manage this workload alongside any other commitments they have. The fee will be in the region of €11,000-€13,000 for this part time role, depending on experience, and a workplan will be agreed between the Festival and the person appointed as manager to provide clarity on expectations. The Festival Manager will provide their own workplace throughout the year.

 

Applicants should prepare a CV and Covering Letter, outlining their relevant experience and how they meet the requirements of the person specification, and send by email to the Chairperson at [email protected] by midnight on 28 February. Shortlisted candidates will be invited to an interview during the week of 1 March, and should be available to start the contract as soon as possible thereafter.

 

Informal queries can be directed to the Chairperson, Eimhin Walsh, by email to [email protected]

 

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