WORK WITH US

Photo by Elizabeth Becker

Working with the Port Townsend Film Festival is exciting and fulfilling.

Are you curious about getting involved? Read on to learn about our current opportunities.

(Are you interested in Volunteer work?)

PTFF Box Office Coordinator

Duration: Temporary position from July 15, 2024 to September 30, 2024

Hours: 

  • Training - 10 hrs/week - July 15-26

  • Admin & Box Office Hours - 20 hrs/week - July 29-Aug 30

  • Admin & Box Office & Fest Prep - 40 hrs/wk - Sept 3-30 

  • Total 280 hours

Location: Port Townsend, WA

Pay: $25/hr

About Port Townsend Film Festival:

Port Townsend Film Festival (PTFF) is an annual celebration of independent cinema held in the picturesque port town of Port Townsend, Washington. Our festival showcases a diverse array of films from around the country, attracting filmmakers, industry professionals, and film enthusiasts for a memorable cinematic experience.

Job Overview:

The Box Office Coordinator plays a critical role in ensuring smooth pass and ticket sales operations leading up to and during the Port Townsend Film Festival. This temporary position serves as the primary customer service for pass and ticket sales, working closely with the Community Relations Manager to facilitate open box office hours, effective sales, and technical assistance to patrons using our Eventive platform.

The Box Office Coordinator is responsible for managing ticketing and pass systems leading up to and during the festival, as well as supporting the Community Relations Manager as they train volunteers.

During the Festival, the Box Office Coordinator is the primary supervisor for box office volunteers and works closely with the Development Director to ensure that donor and sponsor passes are handled accurately and with special care. 

Key Responsibilities:

  • Collaborate with the Admin Manager to ensure open box office hours and effective pass and ticket sales operations leading up to and during the festival.

  • Manage ticketing and pass systems on the Eventive platform, including setting up ticketing options, assigning tickets to passes, and troubleshooting technical issues.

  • Serve as the main point of contact for box office-related questions from festival volunteers, providing guidance and troubleshooting assistance as needed.

  • Assist patrons in purchasing passes, assigning tickets to their passes, and navigating the process of picking up and utilizing passes.

  • Coordinate day-of sales for passes and tickets, working closely with volunteers and the Admin Manager to ensure smooth transactions and customer satisfaction.

  • Monitor ticket sales and inventory levels, providing regular updates to festival organizers and adjusting sales strategies as needed.

  • Provide technical support and assistance to patrons using the Eventive platform, including troubleshooting issues and guiding users through the ticketing process.

Skills and Qualifications:

  • Proficiency in technology, with experience using ticketing and pass systems such as Eventive.

  • Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities in a fast-paced environment.

  • Excellent communication and interpersonal skills, with the ability to effectively interact with patrons, volunteers, and festival staff.

  • Customer service-oriented mindset, with a willingness to go above and beyond to ensure a positive experience for festival attendees.

  • Flexibility and adaptability to work evenings, weekends, and long hours as needed during the festival period.

Join Our Team:

If you are passionate about cinema, technology, and providing exceptional customer service, we invite you to join our team as the Box Office Coordinator for the Port Townsend Film Festival. This is a unique opportunity to play a key role in one of the region's premier cultural events and contribute to the success of our vibrant film community. Apply now and be part of an unforgettable cinematic experience!

Submit a cover letter and resume to:
Executive Director, Danielle McClelland, danielle@ptfilm.org by May 15.

Posted 5/6/2024

PTFF Intern: July-Sept

Internship Goals: 

Benefit to the intern:

  • Educate about the world of film festivals and the film industry as a whole

  • Increase skill levels in a variety of administrative areas (spreadsheets, customer relations management systems, project and volunteer management systems, etc.) 

  • Provide opportunities for both collaboration with a team and leadership of a team

  • Mentorship, experience, and letter of reference for work well done

Benefit to Port Townsend Film Festival:

  • Reliable, steady work accomplishment 

  • Increasing skill level and ability to take on responsibility over time

  • Youth involvement in Festival planning and evaluation discussions

Tasks:

  • Reception: answering phones and greeting visitors

  • Box office staffing: selling passes using a web-based ticketing system

  • Assist full-time staff with projects as requested

    • Outreach emails/phone calls to potential festival attendees

    • Returning calls to patrons and volunteers with questions 

    • Database entry

    • Spreadsheet entry

    • Assist in training volunteers on the web-based ticketing system

  • Stay informed of event and festival happenings to provide answers to inquiries

  • Distribute promotional materials as requested

  • Set up/tear down office for meetings and trainings

Required Skills:

  • Friendliness and a sense of fun

  • Strong communication skills—verbal and written

  • Basic computer skills, including use of email and MS Office software

  • Ability to follow procedures accurately

  • Willingness to learn from staff and fellow volunteers

  • Punctuality and reliability

Schedule:

  • Approximately 10 hrs/week 

  • Some Sat event shifts — tabling at Farmers Market, Backyard Movies event, etc.

  • Standard week

    • Wed - 10am-1pm

    • Thurs - 3-6pm

    • Fri - 3-6pm

Compensation: $16.28/hr

Submit a cover letter and resume to:
Executive Director, Danielle McClelland, danielle@ptfilm.org.

Posted 5/6/2024

Guest Services Assistant: Temporary

Position Overview

A friendly and organized individual is sought to join PTFF as Guest Services Assistant. This role will play a crucial part in ensuring that all festival special guests, including filmmakers, forum presenters, jurors, and other industry attendees have a positive and memorable experience throughout the Festival.

The Guest Services Assistant works closely with the Program Manager and other PTFF staff members, including the Volunteer Manager, Box Office Team, and Programming Team, to ensure seamless coordination and execution of all guest-related activities. This position is a member of the PTFF staff; will be included in all general staff, general training, and guest event team meetings; and will be expected to represent PTFF to film and industry guests with the utmost professionalism.

  • Hours/Week: 12-20

  • Weeks: 11

  • Contract Dates: 7/22/24 - 10/4/24

  • Format: In-person and remote schedule TBD leading up to Festival; In-person during the Festival

  • Supervisor: Program Manager

  • Pay Rate: $16.28

Areas of Responsibilities

Guest Coordination

  • Maintain a tracking database for confirmed guests, including up-to-date records of contact information, confirmed participation roles, travel companions, itineraries, and more.

  • Maintain regular communication with confirmed guests, including gathering

    information, and sending welcome messages, detailed itineraries, informational updates, and more.

  • Act as liaison to guests, fielding special requests, questions, and concerns around each guest’s Festival experience, checking in with the Program Manager as needed.

  • Field and manage screening and event ticket requests from guests and communicate requests to the Box Office Manager.

  • Request and organize guest bios and headshots that will be used in the Festival program and website.

Travel & Accommodation

  • Organize and track travel needs for all special guests traveling to PTFF.

  • Manage homestay and hotel room availability lists and communicate guest needs with homestay hosts and hotel staff as needed.

  • Coordinate ground transportation as needed.

  • Assist in producing detailed travel and participation itineraries for all guests.

Hospitality

  • Assist in the production of guests’ credentials, passes, welcome letters, and any other items needed to ensure an informed, productive, and comfortable experience at PTFF.

  • Assist with set-up and execution of the Filmmakers Lounge.

  • Assist in the execution of special events, receptions, and panels, including venue setup, guest seating, and coordination with contractors, such as catering.

  • During the PTFF weekend, act as a guest liaison, solving problems and addressing any  challenges that arise related to guest accommodations, transportation, or other logistical matters in a timely and efficient manner, alerting the Program Manager of situations that require further attention.

Requirements

  • Prior experience in guest services, hospitality, or event coordination, preferably within the film festival or entertainment industry.

  • Strong organizational skills with the ability to prioritize tasks in a fast-paced environment.

  • Excellent written and verbal communication and honed interpersonal skills, with a customer service-oriented mindset.

  • Organization and problem-solving skills, with attention to detail, are essential to the success of this role.

  • Ability to adapt quickly, work well under pressure, multitask, a history of working well in teams, and the drive to execute plans with little oversight.

  • Proficiency in Google Drive, Microsoft Office Suite (Word, Excel), and other relevant applications.

  • Flexibility to work evenings, weekends, and extended hours as needed during the festival period.

How to Apply

Submit a resume and cover letter outlining your relevant experience and why you are interested in joining the Port Townsend Film Festival team as a Guest Services Assistant. 

Submit a cover letter and resume to:
Executive Director, Danielle McClelland, danielle@ptfilm.org by June 7, 2024
Subject line “Guest Services Assistant Application”

Posted 5/9/2024

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