Festival Coordinator

Salary : Fee: £5712

Contract: Freelance/part-time (1 April – 6 October 2017)

Suggested Days:
April/May: 2 days a week
June: 3 days a week
July/August: 4 days a week
September: 5 days a week
October: 2 days a week

Total fee: £5,712

Application deadline: 1 March 2017, 5pm

Interviews: Wednesday 8 March (tbc)

Preferred start date: Week commencing Monday 3 April

About the Festival

Berwick Film & Media Arts Festival (BFMAF) BFMAF’s vision is to become the UK’s leading festival for artists’ moving image and new cinema.

Based in England’s most northerly town, BFMAF is a dynamic forum where fresh artistic voices develop and audiences hungry for complex and challenging art are nurtured.

Increasingly recognised for its innovative programme and critical engagement, BFMAF presents artists’ work in the cinema as well as expanded formats of exhibition and performance. It seeks to empower people and provide a generous place for the exploration of ideas and new perspectives, testing the boundaries of what a festival can be.

Berwick Film & Media Arts Festival dates are Wednesday 20 – Sunday 24 September 2017

This is a freelance contract so working from home and flexible hours will be possible. However, due to the nature of the work, the successful candidate will need to come to the Festival’s office in Berwick-upon-Tweed regularly (particularly during the immediate run-up and delivery of the Festival).

Job Description

Purpose: To provide coordination support for the delivery of the 2017 Festival, including programme, marketing and hospitality. The role is managed by the Festival Manager, but works closely with all members of the Festival team.

Key Duties & Responsibilities

Programme Administration

- Working with Festival Director to invite films for programme consideration
- Working with Festival Director to coordinate viewing of submissions
- Organising submitted, curated and invited films on the Festival’s Content Management System (database) system, and liaising with the CMS technical team regarding system corrections and requirements?
- Negotiating screening fees, rights, image use and shipping agreements
- For archival films, sourcing prints, rights information and negotiating screening permissions and fees?
- Sourcing, and/or writing/editing copy, film details and stills for festival publications and website?
- Managing the submissions process via communication between festival direction and submissions viewing team, and
- Promoting call for submissions
- Liaising with filmmakers regarding enquires and technical problems with submissions
- Sending festival rejection letters?
- Be present throughout the Festival to support the coordination of all screening events

Technical Coordination/Print Traffic

- Contacting filmmakers, distributors and archives for film prints/digital files, posters and publicity material
- Converting non-DCP digital files to DCP
- Liaising with the cinema technical team regarding scheduling, testing, DCP ingesting, troubleshooting?
- Arranging inward and onward delivery of all physical film prints and download/storage of digital files?


- Locating and pre-booking low-cost accommodation for filmmakers and other festival guests, and allocating the same during the guest invitation period
- Scheduling and arranging travel for filmmakers and other festival guests?

Marketing Coordination

- Working with Festival Manager to maintain the Festival website and social media profiles
- Collating, compiling and copy editing programme copy for web and print purposes
- Collating images and logos for marketing materials
- Assisting with the coordination, production, printing, and distribution of the Festival’s marketing materials including posters, programme guide, catalogue and other materials
- Assisting with the planning, setup, writing and sending of newsletters

Any other duties commensurate with the job role, especially during the Festival to support the professional delivery of the Festival overall

Person description

- Previous film festival or arts event management experience
- Knowledge of print traffic and film rights
- Experience of managing arts marketing activity
- Copy editing experience
- Good computer and internet skills
- Confident with word processing, creating and managing spreadsheets, and data-inputting
- Excellent communication skills and confidence in written, telephone and face-to-face communication
- Attention to detail and an organised and systematic approach to work
- Self-motivated, with a good sense of initiative
- A friendly, warm and approachable personality
- An interest in artist moving image and new cinema

How to apply

Please send a CV, covering letter (no more than 500 words) including details of 2 referees and equal opportunities monitoring form to: info@berwickfilm-artsfest.com with ‘Festival Coordinator’ in the subject heading. Please indicate where you found out about this opportunity.

Berwick Film & Media Arts Festival is an Equal Opportunities Employer and welcomes applications from all sections of the community irrespective of age, disability, gender, sexual orientation, marital or civil partnership status, race, or religion.

Payment of interview travel expenses will be at BFMAF’s discretion.

Due to limited company resources, we will only contact those applicants who we wish to interview. If you do not hear from us within two weeks of the deadline, please assume that on this occasion, you application has been unsuccessful. We are not able to give feedback on applications.

If you would like to have an informal conversation about this opportunity, please call the BFMAF office on Tel: 01289 303 355.

Job Description PDF

Equal Opportunities Monitoring Form Word doc



Want to find out more or apply?

Festival Coordinator Job Description (pdf)
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