Event Manager

Overview:

The Events Manager is responsible for planning, coordinating, and executing all aspects of the "front of house" operations for newportFILM events. This part-time, 24-hour-per-week role plays a key role in ensuring that newportFILM screenings, educational programs, fundraising events, and special initiatives run smoothly and create an exceptional experience for audiences and filmmakers alike. The Events Manager will work closely with the Managing Director and Production Manager to manage event logistics, support the delivery of brand-centric experiences, and ensure successful event execution.

Key Responsibilities:

Event Planning & Preparation:

• Plan and oversee all front-of-house aspects of newportFILM public and community screenings, fundraising events, and special initiatives, ensuring each event runs smoothly and reflects the organization’s brand.
• Collaborate with Managing Director to eventize film screenings, attracting audiences throughout the programming year
• Coordinate with food vendors, beverage providers, and other partners to enhance the audience experience and encourage event attendance.
• Manage and coordinate catering and event rentals.
• Secure beer, wine, and food donations for events as needed.
• Work closely with the Production Manager to assist in the packing, transporting, setup, and breakdown of event equipment and materials.

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Screening Coordination & On-Site Management:

• For all off-season indoor screenings, serve as the on-site coordinator, ensuring seamless execution of event plans.
• During summer months, oversee and work alongside seasonal event staff, which includes managing set-up, execution, and breakdown of weekly outdoor screenings, ensuring that each event is executed efficiently and safely for large audiences.
• Ensure that events are executed to the highest standards, including managing guest services, troubleshooting issues, and maintaining an atmosphere that reflects newportFILM’s mission and values.
• Provide on-site coordination for educational and fundraising events, including the Summer Benefit (Saturday, July 19th) and Winter Fundraiser (March 1, 2025).

Safety Plan Management:

• Ensure that the event safety plan is revised as needed, reviewed weekly, and communicated to all event staff and volunteers. This includes collaboration with the full newportFILM team, medical volunteers, venue representatives, and local police and fire departments at each screening to ensure all safety protocols are understood and followed.

Brand Consistency & Audience Engagement:

• Collaborate with the Managing Director and Production Manager to ensure event branding and audience experience are cohesive and impactful.

Event Logistics & Transportation:

• Responsible for driving nF van in the off-season with Production Manager to and from all events.
• Manage all logistical elements of event set-up, ensuring all materials and equipment are in place before the event begins.
• Oversee breakdown of event materials, ensuring everything is packed away safely and returned to storage facility.

Cinematography Lab & Special Events:

• Support the newportFILM Cinematography Lab, a three-day filmmaker retreat (typically held in October at the Norman Bird Sanctuary), by assisting with on-site logistics and ensuring the event runs smoothly.

Seasonal Planning & Support:

• During the off-season and spring, assist the Managing Director in planning for the busy summer season. Help with logistical preparations for upcoming events and screenings.

Coordinate with event vendors and partners (such as food vendors, portapotties, waste removal, and contract labor services) under the direction of the Managing Director to ensure all aspects of event logistics are planned and executed smoothly.

Coordinate with the Production Manager to ensure that all front-of-house tasks are included in the annual production calendar, with clear deadlines for completion.

• Support the overall success of the summer screening series, ensuring that all operational details are in place well in advance.

Collaborative Spirit:

• Maintain a collaborative and team-oriented approach to all event planning and execution.
• Work closely with the Managing Director, Production Manager, and other newportFILM staff to ensure a smooth flow of communication and successful event outcomes.
• Demonstrate a strong work ethic, dedication, and adaptability to meet the demands of the event schedule. Success in this role requires a proactive, solutions-oriented mindset and the ability to work seamlessly as part of a tight-knit, hardworking team.

Qualifications:

• At least 2-3 years of experience in event planning, management, or coordination.,
• Strong organizational skills with the ability to manage multiple events simultaneously.
• Ability to work in a dynamic environment, problem-solve on the fly and adapt to changing circumstances.
• Exceptional customer service skills and the ability to interact with diverse audiences, volunteers, and partners in a friendly, professional manner.
• Strong attention to detail and a proactive approach to planning and problem-solving.
• Must be able to lift at least 40 pounds and perform physical tasks related to event setup and breakdown.
• Must be at least 25 years old with a clean driving record.
• Ability to work independently and as part of a collaborative team.
• Must be adaptable, flexible, and able to remain calm in unpredictable situations.
• Trustworthy, responsible, and approachable with a good sense of humor.
• A strong work ethic and a collaborative spirit are essential to succeed in this role.

Preferred Qualifications:

• Experience in the arts, nonprofit, or film industry.
• Driving 10-12 ft. box truck

Additional Information:

• Position Type: Part-time, 24 hours per week.
• Schedule: Hours vary by event, but screenings primarily take place on Thursdays. The summer season includes multiple events per week, with increased hours during peak months.
• Special Events: Participation in major fundraising events (Summer Benefit, Winter Fundraiser) and the Cinematography Lab retreat is required.

Job Type: Part-time

Pay: $30.00 per hour

Expected hours: 24 – 30 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $30