Festival Associate Manager Gala Logistics

This is a Full Time Job

Festival Associate Manager Gala Logistics - Careers At Sundance Institute

POSITION OVERVIEW

The Festival Associate Manager, Gala Logistics is charged with the logistics and operations planning of Sundance Institute?s premier fundraising gala during the Sundance Film Festival, as well as supporting the Events Department with other key responsibilities and events as assigned.

Working closely under the Associate Director, Event Operations, the Festival Associate Manager, Gala Logistics supports a successful and positive event experience for all attendees.

This temporary position works full time from Monday September 22, 2025 through Tuesday, February 3, 2026 and will be required to work extended hours, including some evenings, weekends, and holidays to meet key deadlines and respond to on-call needs as assigned. This position may work remotely from a state we currently legally operate in until in-person responsibilities begin in January but preference will be given to candidates based in UT.

Top priorities include but are not limited to?
• Managing operational and logistical needs related to the gala in collaboration with Associate Director, Event Operations, internal colleagues and departments, and external vendors throughout event planning and execution to ensure that all internal deadlines, needs, and budget are met.
• Liaising closely with the Event Production Agency team (Executive Producer, Project Manager, Technical Producer, etc.) and act as internal facilitator for decisions, contracts and payments, information sharing.
• Making all arrangements for Agency travel, lodging, vehicle(s) for any site visit(s) and Festival
• Coordinating site visits and meetings with internal and external stakeholders.
• Creating a staffing plan for the event in collaboration with Associate Director, Event Operations, Festival Associate Manager, Gala Guest Relations, and Event Production Agency to cover Sundance Institute staff and volunteer support needs and ensure all onsite roles have coverage. Coordinating staff and volunteer details, sending pre-event communications to staff and volunteers, creating training materials, leading onsite walkthroughs.
• Training, supervising, creating schedules, and ensuring evaluations are complete for volunteers as directed.
• Managing the expense budget tracker and updating projected and actual budgets.
• Collaborating closely with and maintaining consistent communication with the Associate Manager, Gala Guest Relations to ensure revenue and expenses are on track.
• Working closely with the Marketing and Communications team in collaboration with the Associate Manager, Gala Guest Relations on event collateral, including developing messaging and design, gathering feedback and approvals, and ordering and compiling materials.
• Working with Institute departments on Sundance Institute-provided and/or supported elements of the event including security, evacuation and safety planning, transportation, lodging, production
• Managing talent logistical details:
• Act as primary point of contact for artists and teams to answer event questions, provide information, collect dietary information, assist with remarks/script/teleprompter facilitation as directed
• Book travel arrangements - flights, lodging, and cars
• Create one-sheets to provide all onsite details: arrivals, event details, carpet timing - route one-sheets internally to gather information and to talent teams
• Oversee talent door - act as primary contact, manage and stay in contact with talent door staff and volunteers, ensure talent travel where needed inside venue, ensure talent wranglers are in place for program
• Facilitate rider or green room requests as needed
• Tracking status of all contracts and payments for gala - obtain and move all contracts through Sundance Institute?s legal process; make all payments in a timely manner for vendors.
• Maintaining positive partnerships with vendors, providing timely communications, and addressing feedback or issues.
• Working with select vendors as directed to obtain bids/contracts.
• Obtaining any permits if necessary in collaboration with Manager, Events.
• Documenting and saving all aspects of the event in detail including photos, banquet event order (BEO), evaluation sheets, layout, process, correspondences, issues, etc.
• Providing project and onsite event support to the Events team, Associate Director, Event Operations and Senior Manager, Event Operations at other events during the Festival
• Coordinating and providing direction to volunteers, assigned employees, food and beverage, vendors, etc. while onsite while supporting events.
• Completing a comprehensive written wrap report.

You have the following direct or transferable skill sets:
• Legal authorization to work in the United States.
• 3 years experience planning and executing events.
• Outstanding verbal, written, and interpersonal communication skills to work with a variety of people.
• Excellent organizational skills and with the ability to prioritize.
• Ability to maintain confidential information.
• Working knowledge of Gmail, Google Drive (including Google Docs and Google Sheets and Google Calendar).
• Experience in large-scale event production and working with donors and board members preferred.

You will be successful in this role if you...
• Jump in quickly to support your colleagues and the team.
• Adapt to changing and developing circumstances and processes.
• Collaborate with the Events, Development and Partnerships teams as well as with other departments.

In addition to an hourly pay of $24.17, this position* is eligible for benefits & perks, highlights include:
• Paid sick leave and Institute holidays
• Employee assistance program
• Employee Wellness Initiatives
• Sundance Film Festival passes and benefits (varies each year)

*Applications open 08/14/2025 and will be accepted for at least one week