Events Manager – Sheffield DocFest

Posted on: 02/05/2022

Sheffield DocFest is looking for an Events Manager for its 2022 edition.

Contract: Fixed term, payroll contract
Hours: Tuesday 3 May (or as soon as possible) until Friday 1 July ( (inclusive of festival dates
over the weekend, 23 – 28 June) 2022
Fee: 44 days // £100 per day // £4400

Summary of deliverables:

  • Manage the production and delivery of special events, namely the Opening Night Gala, the Awards Ceremony, and Closing Night Gala; all live events; Networking Receptions, the nightly Parties and various other special or live events;
  • Produce the Programme Launch events in London and Sheffield, working collaboratively with the Sheffield DocFest Marketing and Press teams;
  • Write and collate promotional copy for live events, receptions and parties for the programme guide and website;
  • Create and oversee running orders for special events;
  • With the Head of Production and Operations, ensure that all licences, risk assessments, and health and safety procedures are in place for events;
  • Work closely with the Production team to ensure they are briefed on all technical and security requirements for events;
  • Work closely with the Ticketing team to oversee the industry delegate RSVP list for the
  • Opening Night Gala;
  • Oversee VIP guest lists for all special events;
  • Manage talent at special events, ensuring that talent and artists arrive at venues, allocate dressing rooms, oversee running orders, communications and prepare the delivery of all riders;
  • Oversee the production of the Awards Ceremony, including scripting, scheduling, rehearsals and technical deliverables;
  • With the Hospitality team oversee the organising of travel to any special events outside of the city centre;
  • Ensure all details of special events are communicated to venues, sponsors, and suppliers ahead of the Festival;
  • Ensure that all special event catering that might be needed is ordered;
  • Coordinate all special event dressing and signage and ensure all signage has been prepared pre-festival;
  • Liaise with the Volunteer Coordinator to ensure volunteers are in place for all special events;
  • Attend the Festival induction for Volunteers and Venue Coordinators;
  • Manage the special events and parties budgets, and update the Partnerships and Operations
  • Director on spending;
  • Coordinate all special event dressing and signage and communicate regularly with the
  • Marketing team on additional needs;
  • Manage the Events Assistant and Events team volunteers.
  • Manage the on the day show running (show calling, liaison between backstage, front of
  • house, talent and guest speakers) of all special events including the Opening and Closing
  • Night Gala;
  • Liaise with the Partnerships and Operations Director on all sponsor requirements – ensuring that they are serviced correctly during their events;
  • Be the point of contact for all special event talent ensuring that their rider requirements are met;
  • With the Head of Production and Operations ensure that all tech and security requirements are in place for events and ensure that they are smooth running;
  • Work with the Head of Production and Operations to manage tech staff during special events;
  • Ensure that there are sufficient volunteers available for each event;
  • Give direction to, and manage, door staff at each event;
  • Ensure that venue staff, volunteers and door staff have been briefed in line with the DocFest Code of Conduct policy;
  • Announce doors open on time and ensure running schedules are adhered to at all events;
  • Manage venue pack downs where appropriate, ensuring all tech equipment is store securely and venues are locked up;
  • Ensure that all attendees are scanned and audience numbers collected and event reports filled in;
  • Ensure all receipts and invoices are collated and handed to the Finance team;
  • Input into the Festival debrief document, and report any other feedback to the Partnerships and Operations Director
  • Provide a handover document for the role;
  • Any other reasonable task as requested by the Senior Management team.

Download the full job pack below:

Deadline: Thursday 5th May 2022, 9:00 am

We are inviting anyone who might be interested in working for Sheffield DocFest to apply for their preferred role(s) by submitting an up-to-date CV and either a) a covering letter (no longer than 2 sides of A4), or b) a video letter (up to 6 minutes in length). Please tell us about why you have chosen to apply to work for Sheffield DocFest, what you can bring to the festival, why you want to apply for the role (s) you have chosen, and how you meet the criteria. Please state clearly the role or roles that you are interested in.

We monitor the diversity of our workforce and for the purposes of reporting to our key funders we ask that you help us by completing the following questionnaire anonymously.

Please send applications to: Maria Stoneman, Head of HR & Participation: recruitment [at] sheffdocfest.com. If you have any questions or further enquiries please direct them to the same email address.

If you require further information (including requests for printed forms/access support), please contact us on +44 (0) 114 276 5141.