Employment Opportunities

Title: Events Manager

Department: Operations

Reports to: Managing Director

Dates: Seasonal, October - End of January

Pay: $28/hr

Job Summary

The Special Events Manager is responsible for overseeing all special events during the Palm Springs International Film Festival, excluding the Film Awards Gala and After Party, except in terms of alcohol distribution and inventory. Plan and execute unique events which provide a festival experience to filmmaker, industry, and other festival guests, build and maintain relationships with sponsors, strategic partners, and local Palm Springs businesses. Events may include evening parties, director’s dinners, Dinner & a Movie events, volunteer dinner, and cocktail hours.

Elements of the position include but are not limited to:

• Manage logistics, plan and execute all festival parties, receptions and filmmaker events
• Maintain special events budget and provide updates to managing director
• In cooperation with Development, solicit and negotiate event hospitality in-kind accounts, including: event locations, technical and entertainment sponsorships, gift bag item procurement, furniture, and product activations.
• Work collaboratively with Development team to identify potential sponsors, develop event exposure opportunities, and assess in-kind needs from new and existing corporate accounts.
• Oversee event set-up and strike of all assigned special events, managing the load-in and loadout processes.
• Conduct site visits, logistical arrangements, coordination of food and beverage, management of timelines, budgets and project reconciliations.
• Develop innovative event ideas in collaboration with programming and development departments.
• Create and maintain guest lists. Work collaboratively with Guest Relations to refine rsvp process.
• Track beverage inventory and schedule all beverage delivery during the festival. Oversee other sponsor product deliveries as it pertains to special events.
• Collaborate with Marketing to create collateral materials to meet event needs and sponsor requirements including signage, invitations, social media posts, and advertisements.
• Refine special event procedures and train necessary staff and volunteers.
• Work with Volunteer Coordinator to schedule volunteers.
• Manage and oversee team of volunteers, special events support staff and intern.
• Input event and guest information into FileMaker Pro.

Requirements

• 3 years’ experience planning and executing events for 300+
• Knowledge of Palm Springs venues, restaurants, and businesses
• Experience with negotiating contracts and sponsorships
• Must be resourceful
• Possess strong interpersonal and relationship-building skills
• Excellent written and verbal communication skills
• Be self-motivated and able to work effectively both independently and with a team
• Possess superior organizational skills and the ability to prioritize, problem solve, and multitask
• A demonstrated ability to work well in high stress situations with diverse, creative personalities
• Exhibit a keen attention to detail, including follow-through and follow-up
• Strong computer skills for Word, Excel, database software (ideally Filemaker)
• Must be at least 21 years of age by date of hire
• A valid driver's license, reliable vehicle, and a clean driving record
• Available to work evenings and weekends during the Festival

Title: Events Assistant

Department: Operations

Reports to: Events Manager

Dates: Seasonal, December 16 -  January 17

Pay: $21 per hour

Job Summary

The Special Events Assistant supports the planning and execution of all special events during the Palm Springs International Film Festival, excluding the Film Awards Gala and After Party (except in terms of alcohol distribution and inventory). Working closely with the Special Events Manager, this position helps ensure that events run smoothly and provide a memorable festival experience for filmmakers, industry, sponsors, and guests. Events may include evening parties, director’s dinners, Dinner & a Movie events, volunteer dinner, and cocktail hours.

Elements of the position include but are not limited to:

• Assist in the planning and execution of all festival parties, receptions, and filmmaker events.
• Support the Special Events Manager in tracking event timelines, and logistical details.
• Liaise with vendors, sponsors, and venues to confirm event details and deliveries.

• Support guest list management, RSVPs, and check-in procedures in collaboration with Guest Relations.

• Assist with set-up and strike of all assigned special events, including managing load-in and load-out processes.
• Help track beverage inventory and coordinate & conduct deliveries during the festival
• Provide on-site event support, ensuring staff, volunteers, and vendors are properly briefed and schedules are maintained.
• Provide general administrative support to the Special Events team, including note-taking, timeline tracking, and follow-ups.

Required Skills & Abilities:

• Possess strong interpersonal and relationship-building skills
• Excellent written and verbal communication skills
• Be self-motivated and able to work effectively both independently and with a team
• Possess superior organizational skills and the ability to prioritize, problem solve, and multitask
• Exhibit a keen attention to detail, including follow-through and follow-up
• Must be at least 21 years of age by date of hire
• A valid driver's license, reliable vehicle, and a clean driving record
• Available to work evenings and weekends during the Festival

Title: Ground Transportation Assistant

Department: Guest Relations

Reports to: Ground Transportation Manager

Dates: Seasonal, December 15 - January 16

Pay: $22/hr

Job Summary

The Ground Transportation Assistant is part of the Festival Guest Relations team and supports the Ground Transportation Manager in managing transportation for 200+ festival guests, including filmmakers, producers, cast members, industry professionals, and media. Transportation includes pick-ups and drop-offs at various airports (LAX, Ontario, Palm Springs) as well as local travel to and from venues, hotels, and interviews. This position helps ensure smooth daily operations by assisting with scheduling, volunteer driver support, and administrative tasks.

Elements of the position include but are not limited to:

• Assist in responding to and scheduling ground transportation requests, including last-minute changes.
• Support the recruitment, training, and scheduling of approximately 25 volunteer drivers.
• Help maintain the vehicle fleet by monitoring cleanliness, fuel levels, and overall readiness.
• Assist with assembling volunteer driver packets and distributing updated policies and procedures.
• Support the organization of permits, signage, and airport pick-up location confirmations.
• Help manage the system for vehicle keys, sign-in/out logs, and other tracking tools.
• Enter and update transportation requests and changes in Filemaker and other shared documents.
• Provide on-the-ground support during the festival, including checking in with drivers, confirming schedules, and assisting with troubleshooting.
• Assist with vehicle delivery and pick-up logistics before, during, and after the festival.

Requirements

• Must be highly organized and detail oriented
• Ability to work independently and as part of greater team
• Ability to manage complicated, detailed schedule
• Working knowledge of Microsoft Office products and Google products
• Experience dealing with confidential information
• Professional appearance and demeanor
• Valid driver license; personal car for travel preferred 
• Must be 25 years of age to operate vehicles