Festival Operations Coordinator (Maternity Leave Contract)
- Contract Term: August 2026 – August 2027
- Location: Vancouver, BC / Hybrid
- Reports to: Festival Director
- Hours: Part-time (flexible structure)
- Position Type: Hourly freelance / independent contractor position
About the Role
We are looking for a highly organized and detail-oriented Festival Operations Coordinator to support the planning and execution of our Fall 2026 event series and our flagship Festival in February/March 2027 during a maternity leave coverage period.
This role is focused on day-to-day coordination, project tracking, communications, and operational support across multiple festival departments. The ideal candidate is proactive, dependable, comfortable managing many moving pieces at once, and enjoys working collaboratively in a fast-paced arts and events environment.
A detailed transition and onboarding process will be provided, including operational documents, timelines, templates, and advance planning materials.
Key ResponsibilitiesFestival & Event Project Management
- Maintain festival timelines, spreadsheets, operational documents, and tracking systems.
- Coordinate day-to-day communication between departments and team members.
- Help ensure deadlines and deliverables stay on track throughout festival planning and production.
- Assist with venue scheduling coordination and operational logistics.
- Coordinate festival materials including forms, projection slides, and operational documents.
- Assist with festival awards coordination and related updates
- Lead and coordinate weekly online team meetings, including preparing agendas, tracking action items, and following up on outstanding tasks and deadlines.
- Lead post-event debriefs and operational reviews.
Website & Ticketing Coordination
- Oversee website content updates including film pages, speaker pages, ticketing notes, advisory tags, and featured content.
- Coordinate website testing and quality control before launch periods.
- Monitor sold out shows, capacity management, and ticketing communication in collaboration with the Ticketing Manager.
- Coordinate discount code implementation and event-related ticketing updates.
Team Coordination & Communications
- Serve as the primary operational point of contact during active festival periods.
- Work closely with the Programming & Partnerships Manager and Festival Founder on festival coordination and operations.
- Collaborate with the broader core team, including the Web Designer, Graphic Designer, Ticketing Manager, Production Manager, Partnerships Administrator, Customer Service Coordinator, Supplies Coordinator, Grant Coordinator, and Finance Manager.
- Help coordinate operational updates and communicate important information across teams.
- Assist with festival production support during active event periods.
- Participate in team meetings and planning sessions.
Surveys, Reporting & Festival Operations
- Coordinate audience surveys and feedback collection.
- Track festival statistics and reporting information.
- Support online festival coordination and communication.
- Assist with event hospitality and social coordination during festival periods.
Role Structure
This role is primarily focused on operational coordination and execution support.
The following responsibilities will remain with other team members:
- Financial management and accounting
- High-level marketing strategy
- Paid Facebook/Instagram advertising
- Graphic design and major creative development
Ideal Qualifications
- Strong organizational and communication skills
- Ability to manage multiple tasks and deadlines simultaneously
- Comfortable working in fast-paced event environments
- Detail-oriented and dependable
- Experience with spreadsheets, project tracking, and administrative coordination
- Experience in events, festivals, arts organizations, nonprofit work, or live productions is an asset
- Familiarity with WordPress or website content management systems is helpful but not required
- Experience in film festivals, arts/culture organizations, or nonprofit environments is highly desirable
Contract Timeline & Workload ExpectationsFall Series 2026
A significant portion of advance planning and documentation will be prepared prior to the leave period. The Project Manager will primarily oversee implementation, coordination, communications, and real-time operational management during the event period.
VIMFF 2027
This phase will require deeper involvement in planning and execution, including cross-department coordination, timeline management, and festival operations support leading into and during the festival period.
Workload will fluctuate seasonally, with increased hours required during active festival periods.
Compensation & Schedule
This is an hourly-paid freelance / independent contractor position.
Hours will fluctuate depending on festival timelines, production periods, and operational needs.
Estimated workload:
- Fall Series (August – November 2026): approximately 60–80 hours total, with the majority of work taking place in October and early November. The festival runs from November 12–20, 2026.
- Main Festival (December 2026 – March 2027): approximately 90–120 hours total, with increased coordination and operational support required leading into and during the festival, which runs from February 26 – March 7, 2027.
- Summer Fest 2027: support for a one-day event taking place at the end of June 2027, requiring approximately 80 hours during May and June 2027.
Please note that workloads may vary from month to month, with increased hours required closer to live event dates and during festival production periods.
How to Apply
Please send:
- Resume/CV
- Brief cover letter outlining relevant experience
- Relevant event or project management examples (if available)
To: [email protected]
Applications will be reviewed on a rolling basis.
Pay: $30.00-$35.00 per hour
Work Location: In person
