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2024 Indie Exhibitors Conference – Conference Producer

  • 1.  2024 Indie Exhibitors Conference – Conference Producer

    Posted 12-01-2023 10:45

    Job Title: Conference Producer

    Position Overview

    The Conference Producer is a multifaceted role responsible for the overall management and execution of the conference, which comprises various events including workshops, screenings, panels, and receptions. Key responsibilities include management of budget, execution of conference plan, management of communications between internal and external partners, liaising with various conference committees, management of conference teams including paid and volunteer workers, and development of event safety and compliance plans. 

    This comprehensive position requires strong organizational, managerial, and communication skills to effectively orchestrate various aspects of event production and ensure successful outcomes. A background in event production is required. A nuanced understanding of accessibility needs and a compassionate approach to accommodations is required.

    This role reports to and works directly with the Art House Convergence Managing Director and the Film Festival Alliance Executive Director to ensure clarity and transparency in the workflow. This role will interact with other Board Members and Organization Staff to work within established budgets, communicate critical information, and execute a successful conference.

    About Film Festival Alliance

    Film Festival Alliance (FFA) creates a collaborative global community for mission-driven film festivals. FFA advocates for a sustainable and inclusive environment for our industry within the cinema exhibition ecosystem and creates a powerful collective voice for film festivals and the people who run them. FFA is home to more than 230 festivals across North America and the U.K., including large, mid-size & start-up festivals, festival consultants, and programmers. FFA presents year-round professional development, and engagement opportunities around the country and offers valuable money-saving benefits, and creates a collective community for festival professionals.

    About Art House Convergence

    The Art House Convergence (AHC) is a coalition of independent exhibitors that connects, amplifies, and advocates for its community. AHC operates as a fully independent and incorporated organization with approximately 1,250 members across North America and Western Europe, and is managed by a member-elected Board of Directors. AHC provides networking and relationship building opportunities, resources, and best practices for the membership. Emphasizing difference in thought and experience, and we embody this by championing a diversity of voices and promoting inclusivity, sustainability, and equity within our industry. Collectively, our members serve over 30 million patrons annually.

    About the Indie Exhibitors Conference

    The Indie Exhibitors Conference is the only film industry event dedicated to advancing the reach, impact, and sustainability of film festivals and independent exhibitors. Bringing together all aspects of the festival and independent exhibitor sector – operations, programming, education, development, distributors, vendors, community engagement, and more – the Indie Exhibitors Conference is a critical hub of network and relationship building, industry growth, market development, and cultural advancement. The Indie Exhibitors Conference is a joint venture of the Art House Convergence (AHC) and FIlm Festival Alliance (FFA).

    Work Responsibilities

    Conference Production (45%)

    • Collaborate with Conference leadership and Conference committees to produce events including, but not limited to workshops, screenings, panels, parties, volunteer meetings, and receptions (approximately 80-100 individual events).
    • Manage and delegate logistics of all events, including set-­up and tear-­down, stage management, run-­ throughs with guests, guest traffic flow, event guest lists, cumulative capacity reports throughout conference, food and beverage inventory management, signage, and collaboration with Technical team, Accessibility Coordinator, Programming, and Production teams.
    • Together with FFA and AHC manage the supply and rental needs for venues, from price quotes through acquisition and implementation.
    • Manage all internal conference communication needs during the event (cell phone, text, and contact directory).
    • Plan strategy for conference landscape with conference leadership in regard to signage strategy, creation and distribution.
    • With conference leadership, contract all venues and city agencies and contract with Fire Marshall to get approval on occupancy limits and event plans, as needed. 
    • Develop and execute line management emergency plans; secure and hire Emergency Service personnel, as needed.
    • Procure necessary permits, certificates, and various bureaucratic requirements (parking, loading, etc.) in order for conference events to have legal authorization and indemnification.

    Conference Hospitality (25%)

    • With conference leadership, coordinate hospitality sponsors and vendors, managing terms and expectations in regard to conference events, venues, and personnel. 
    • Formalize in-kind agreements in conjunction with AHC Managing Director and FFA Executive Director.
    • Manage all special event rentals including furnishings and hospitality equipment.

    General (20%)

    • Create and direct master production schedule including but not limited to determining dates and deadlines for projects, tasks, deliverables, sponsor and vendor outreach, volunteer recruitment, benchmarking, and division of labor.
    • Communicate and coordinate all aspects of production and conference execution to staff and volunteers.
    • Manage the maintenance and inventory of conference materials.
    • Liaise with service vendors regarding building maintenance and cleaning needs.

    Budgets / Reports (5%)

    • Responsible for the management and reporting of all event production expenditures (equipment, stipends, room rentals, fees, goods and services, etc.) from budgeting through payables, obtaining permissions when necessary.
    • Fulfill requests for logistical reporting re: grant reports, board meetings, and assorted presentations of event details and metrics.
    • Provide a comprehensive conference debrief, including: actuals, status of proposed objectives, and suggestions for future convenings.

    Volunteers / Conference Staff (5%)

    • Manage hospitality, supplies, and parking for volunteer corps of approximately 50.
    • Manage staffing for event production, including scheduling, training, and supervising, includes management and scheduling of volunteers, Production Team, and "Green Team."
    • Coordinate with Accessibility Coordinator and Sponsorship Coordinator on all relevant communications, plans, and implementations.

    Compensation and Benefits

    Compensation: $24,000 ($4,000/mo for 6 months).

    Work Status: This is a 1099 contract position. Applicants must be legally authorized to work in the United States.

    Contract Duration: January 15, 2024 – July 15, 2024

    Work Location: Chicago Area. The conference will be held in downtown Chicago in June 2024. The Conference Producer must be located within Chicago proper or no more than a 1-hour commuting distance to facilitate work with vendors and venues. During the conference, Conference Producer is required to stay in downtown Chicago, with hotel accommodations and a daily per diem covered. 

    Transportation: Commuting costs to undertake pre-conference meetings will be reimbursed up to a total of $150.

    Work Hours: Work must be undertaken between 9am and 5pm central time leading up to June 2024. During June 2024, and during conference week, this position will be expected to work open and flexible hours, often outside of regular business time. 

    Supervision: This position is supervised, and reports to, in equal measure by the Art House Convergence Managing Director and Film Festival Alliance Executive Director.

    Work Materials: The position must provide their own cell phone and laptop for business use during the duration of the contract. There is a $200 stipend provided for using personal electronics. 


    Required Qualifications

    • Excellent and demonstrated collaborative working skills.
    • At least 3-5 years experience leading event production.
    • At least 3 years experience with event budget management.
    • Excellent oral communication and interpersonal skills.
    • Demonstrated expertise in project management.
    • Demonstrated experience in producing accessible events.
    • Strategic decision making skills and ability to facilitate and meet needs of multiple stakeholder organizations. 
    • Experience leading volunteer corps and on-site event teams.
    • Proficient in Google Suite
    • Must be able to lift 50 pounds. 
    • Located in Chicago or within 1-hour commuting distance
    • Must be able to stay in downtown Chicago during the duration of the conference.


    Desired Qualifications

    • Knowledge of the downtown Chicago area
    • Demonstrated knowledge of necessary permits (fire, etc.) for large scale gatherings.


    Application Process

    For full consideration, please submit a cover letter, resume, and the names and contact information of three professional references to no later than December 15, 2023.

    All employees and contractors of AHC are required to abide by the organization's committee to equity and inclusion, which requires them to ensure that Art House Convergence operates in a manner that upholds values of anti-racism, and holds Board, staff, and members of the community accountable to standards that promote equity, diversity, and inclusion, both within the membership base of the Art House Convergence and any of the organization events, programs, communication channels and other public programs.

    FFA Admin