Events Manager

Transforming Philadelphia through the power of film.

As the producer of the Philadelphia Film Festival and creative force behind the Film Society Center, Film Society Bourse, and Film Society East, the Philadelphia Film Society (PFS) raises awareness of film as an important art form in Philadelphia and serves as a vital piece of the city’s arts and culture community.

The Events Manager plays a key role in planning, coordinating, and executing all operational aspects of the  Philadelphia Film Festival, SpringFest and all special events in our three venues. This position ensures a  seamless, safe, and enjoyable experience for audiences, guests, staff, and partners. The ideal candidate is a  detail-oriented problem solver with a passion film and a proven ability to manage logistics, teams, and timelines in  a fast-paced environment. 

PRIMARY DUTIES AND RESPONSIBILITIES

Philadelphia Film Festival and SpringFest 

Festival Planning and Logistics 

• Oversee all logistical planning for festival venues, including theaters, event spaces, and hospitality areas. 
• Coordinate Festival operations across departments 
• Develop and execute a timeline and workplan for the management of the festival and ensure that the festival operates smoothly and deadlines are met.  
• Develop and manage comprehensive festival operations schedules, production timelines, and  staffing plans. 
• Coordinate load-in/load-out, venue setup, and infrastructure needs (signage, furniture, tech equipment, etc.). 
• Liaise with vendors and contractors 

Team Management and Supervision 

• Hire, train, and supervise seasonal operations staff and volunteers. 
• Lead daily operations meetings and serve as the main point of contact for venue managers and  festival departments. 
• Cultivate a collaborative, efficient, and safety-minded work environment. 

Budgeting and Administration 

• Manage operations budgets, including expense tracking and vendor payments. 
• Maintain clear documentation of operational procedures and post-event evaluations. 

Onsite Festival Execution 

• Oversee daily festival operations, ensuring all venues open on time and function smoothly.
• Troubleshoot real-time issues quickly and calmly. 
• Coordinate with technical, programming, marketing, and guest services teams to maintain  excellent patron and artist experiences. 

Festival Events 

• Plan, coordinate, and manage all Festival events including, but not limited to Opening & Closing Night, An Evening with the Curators, and the Festival Lounge. 
• Work with the Development Department to coordinate and organize donor and member events and perks.

Post Festival Wrap-Up

• Conduct post-festival wrap meetings with each department and prepare reports to evaluate operational effectiveness and propose improvements for future events. 

Year-Round Programs 

Special Events 

• Compose timelines, outlines, and budgets for individual events, and maintain, track, and enforce plans 
• Oversee the planning, management and execution of PFS special events or parties including but  not limited to the annual Oscars® Party and reinstated Lumière Celebration 
• Coordinate with all necessary departments to ensure the events’ success in the following areas:  marketing, sponsorship, entertainment, ticketing, décor, and food & beverage. 

Development 

• Work closely with the Chief Development Officer and departmental staff to consult and collaborate on fundraising and membership initiatives pertaining directly to events as indicated  above, as well as to ensure sponsorship fulfillment, recognition, and acknowledgement at  screenings and events. 
• Maintain and provide all relevant records related to program goals and objectives, outreach and  service, participation, and other measurable results. 

Programming  

• Work in concert with the Programming Department to leverage curated programming and film series for fundraising opportunities. 

Finance 

• Actively maintain budget records; be accountable for managing and remaining within approved budget lines 
• Produce and submit a Festival and annual events budget in partnership with the Chief Development Officer. 

General 

• Prepare materials, attend and contribute as necessary at scheduled general staff meetings, senior staff meetings. 

Rental Program 

• Proactively market the three PFS venues as rental spaces for nonprofit and for-profit partners and clients. 
• Work with the Marketing Department to revamp the rental page on the website. 
• Respond to rental requests, conduct tours and prepare contracts. 

SKILLS

• Experience working in film festivals, performing arts, or large events
• Web design skills a plus

QUALIFICATIONS

• Bachelor’s degree or equivalent professional experience in event management, arts  administration, logistics, or related field. 
• Minimum 3–5 years of experience in festival, live event, or venue operations management. 
• Strong leadership, organizational, and multitasking skills. 
• Proven ability to manage budgets, timelines, and large teams. 
• Excellent communication and interpersonal skills. 
• Proficiency with project management tools (e.g., Google Workspace, Excel). 
• Comfort working long hours and weekends during the festival period. 
• Commitment to accessibility, sustainability, and community engagement in festival operations.