Venue Logistics Coordinator

• Project Type: Industry
• Pay Status: Paid
• Production Company / Studio: Austin Film Festival
• Location: Austin
• Start Date: Monday, August 4, 2025
• Wrap Date: Friday, November 14, 2025

POSITION: Venue Logistics Coordinator
HIRE DATES: August 4th – November 14th
WORK HOURS: Contract. 40 hrs/week. Monday – Friday, will require additional hours and weekends in the weeks leading up to and during the Festival. In-Person. No remote opportunities available. Local applicants are preferred.
REPORTS TO: Executive Director
COMPENSATION: $800/week

ABOUT US: Austin Film Festival (AFF) furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film, television, theatre, and new media to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation and encouraging long lasting community partnerships. The Austin Film Festival is a not-for-profit 501c3 corporation.

JOB DESCRIPTION: The Venue Logistics Coordinator is responsible for organizing and following through with all logistical needs regarding signage and other related rentals at all venues as well as managing a team of volunteers to set up and break down venues across all Festival and Conference locations.

RESONSIBILITIES: The responsibilities of the Venue Logistics Coordinator include but are not limited to:

Pre-Festival:
Serve as AFF’s point-of-contact for office space rental (aka AFF’s Tech Center), out of which all Festival & Conference operations will occur during the week of October 23rd
Manage and supervise the move-in and maintenance of the Tech Center, including phone and internet set up
Work closely with AFF departments to plan venue needs
Work with the Executive Dept. to fulfill City of Austin permit requirements
Manage AFF equipment storage unit(s), including moving and transporting
Serve as point person for equipment and rental vendors
Acquire the necessary equipment and rental items for Festival use, such as:
banners, signs, easels, director’s chairs, pipe and drape, walkies, etc.
Coordinate with venue contacts and AFF’s audio-visual contractor for proper timing of set up and breakdown of equipment
Serve as point person for any signage that needs to be created
Manage and adhere to a set, pre-determined budget
Secure and manage a robust team of 10-15 volunteers to help prep and execute day-to-day load-ins, loadouts, set-ups, and breakdowns during the Festival

During the Festival:
Oversee overall setup of all venues throughout the extent of the Festival, including possible changes in programming/venues on short notice, ensuring the facilitation of a successful Festival
Assist Conference Dept. to ensure conference venues are set up according to pre-determined schedule
Coordinate all Conference water supply needs
Assist Sponsorship Dept. to ensure sponsorship venues are set up according to a pre-determined schedule, including the proper display of sponsorship banners
Assist Film Dept. to ensure film venues are set up according to a pre-determined schedule
Assist Marketing Dept. to ensure red carpet events are set up according to a pre-determined schedule
Coordinate with venues and preferred audio-visual contractor for proper timing of set up and breakdown of equipment
Manage the delivery of the proper number of director’s chairs for panels and Q&A’s at various Festival locations
Provide AFF departments with updates on venue set ups
Adhering to all signage needs for Austin Film Festival TV Show, On Story®
Manage check-in and check-out of walkies during the Festival
Manage programming, sign-in, and sign-out of AFF phones, mainly used by Transportation and Volunteer Depts.

Post-Festival:
Manage return of equipment and rentals to vendors
Manage return of AFF equipment to storage unit(s) in an orderly manner for future use
Manage and supervise move-out of the Tech Center
Provide wrap up and update materials, including inventory and invoicing

In General:
Provide exemplary customer service
Provide weekly reports and attend weekly meetings
Adhere to and complete a pre-determined timeline
Create wrap up report and provide completion materials
Commitment to the AFF Mission Statement

QUALIFICATIONS:
Must be able to lift at least 25 lbs.
Excellent time management, problem solving skills, and patience
Experience working with, communicating with, and managing a team
Excellent interpersonal skills and an ability to exercise patience
Customer service experience
Ability to prioritize and delegate in high stress, high volume situations and deal with last-minute changes
Prior attendance to Austin Film Festival is a plus
Must have a car, valid driver’s license, auto insurance policy, and be comfortable operating a van/box truck
Microsoft Office skills required
Must be available during the Austin Film Festival, October 23rd – 30th, 2025

HOW TO APPLY:
Complete application via http://bit.ly/affjobs
Cover letter
Current resume
Three references

 

As with any workplace, the film and television industries can present a wide range of potential occupational health and safety hazards to workers. The Texas Film Commission expects all productions, regardless of budget to employ best practices such as establishing a workplace harassment prevention policy as well as maintaining overall industry safety standards in order to encourage and accomplish safety on set. Please visit the Safety On Set page for additional industry safety resources as well as information about employee rights and laws in Texas.

Project posted April 24, 2025