Seasonal Planner

This is a Full Time Job

(S) Seasonal Planner

Job Purpose
The SXSW Seasonal Planner is a detail-oriented and proactive individual who works cooperatively within the SXSW Planning Department and with other departments, suppliers, and venues to produce logistical elements for the SXSW conferences and festivals. Attention to detail and an ability to problem-solve are essential attributes.

Duties & Responsibilities
Duties include but are not limited to:
• Oversee all planning and production activities for assigned venues, including contract negotiations for services and assets.

• Manage budgets and procure AV equipment, decorations (furniture, carpet, drapes, etc.), food and beverage, signs, and banners.

• Manage room scheduling, floor plans, stage setups, seating, sound, and lighting. Support additional venues as needed.

• Schedule and supervise security and event staff. Assist with event management and intern coordination.

• Process and manage Affiliate Activity Requests, ensuring compliance and addressing unauthorized activities. Coordinate with all relevant parties.

• Support and coordinate with specific SXSW departments (e.g., Marketing, Digital, Content, Legal, etc.).

• Provide broad-ranging logistical support to Planners, other departments, and relevant parties for all conferences and various activities for SXSW.

On-site Responsibilities
• Setup Coordination: Ensure proper setup of conference rooms, manage event orders, and oversee daily venue inspections.

• Monitor activities to ensure they follow guidelines and address any unauthorized events.

• Manage logistics for vendors, exhibitors, and staff during load-ins and support.

• Security & Access: handle venue security, including key management and access control. Support and supervise events and activities outside regular hours, including setup and breakdown.

Qualifications & Skills
Qualifications include:
• Bachelor's degree in a relevant field or three (3) years of experience planning medium-to-large conferences, trade shows, and festivals

• Knowledge of best practices for the convention, trade show, event, and festival production

• Ability to work and communicate well under pressure internally and externally

• Proficiency with Social Tables (or similar) event diagramming software

• Proficiency with standard business and communication software (Microsoft Office Suite) and apps (Google Docs/Sheets/Slides, Slack, Basecamp, AirTable)

• Ability to write, edit, and communicate effectively with clients, vendors, and colleagues

• Experience with presentation drawing software

• Developed time management and organizational skills and ability to lead various-sized meetings

Physical Requirements:
SXSW Planner is a high-stress position in a high-stress environment. This position requires extensive physical activity during events due to managing and monitoring multiple locations throughout the day and night and the need to position, lift, or move equipment or furnishings as required.

Work Location & Schedule:
This seasonal position is from November 2024 to April 2025. It is office-based and located in Austin, Texas. SXSW's office hours are Mon-Fri, 10 am-6 pm, with the ability to work remotely on some days of the week during the off-season. During peak season, actual hours will be long and irregular due to the nature of the industry. January, February, and March are especially time-intensive, including evenings and weekends.