Programme Coordinator

Salary: £27,540 (pro-rata)

Edinburgh International Film Festival is looking for a Programme Coordinator to ensure that all EIFF screenings and events run smoothly and successfully.

Reporting to the Programme Manager, the role will handle the administration related to films considered for and invited to screen at EIFF, working with the festival management platform to ensure a centralised system for operational truth; work with the Programme Manager to manage invitations and screening consent agreements; manage and distribute detailed technical and production schedules of screenings and live events; liaise with filmmakers, distributors, event participants, venues, front of house and technical teams to plan and deliver screenings and events; production-manage live public and industry events as required; and maintain close working relationships with wider Festival teams, in particular Marketing and Guest Services.

The Programme Coordinator works within the Programme Planning Team, including Submissions Coordinator, Assistants and Viewers, and Venue Coordinators. The Programme Planning team is responsible for researching and securing films, planning and scheduling screenings and events; ensuring that all other parties have the information, instructions, materials and additional support they need to implement the programme effectively. Programme Planning is EIFF’s central operational control unit.

Role details

• Full-time
• Fixed-term, early April to September 2025
• For further details, please visit EIFF’s Programme Coordinator page.

Role responsibilities

• Support the Programme Manager on researching and identifying rights and print sources for films of interest to the programming team;
• Under direction from the Programme Manager, negotiate terms and book films for the EIFF programme;
• Liaise with the Submissions team, including the Submissions Coordinator and Submissions Viewers, supporting the Programme Manager and Submissions Coordinator on dissemination of regular reports on viewed/recommended titles, as required;
• Work with the Programme Manager and Festival Producer on planning and developing public and industry facing events;
• Liaise closely with the Programme Manager, as well as other staff in order to ensure that everything runs smoothly at all stages of the programme planning workflow, and to find solutions to any problems that arise;
• Build and maintain relationships with external suppliers such as distributors, sales agents, filmmakers, transport companies, technical companies, etc.
• Work with the EIFF Technical Manager over KDM/CPL requests/logging, DCP mastering and QC requirements;
• Work with the EIFF Technical Manager, rights holders, venues and external suppliers to facilitate creation/quality presentation of access materials for films where possible (SDH, AD, BSL interpretation);
• Work with the Print Traffic team/function as required;
• Support the team on scheduling the Festival;
• Work with venue management to ensure that partner venues have full scheduling details for screenings and events taking place in their building and are kept updated on any changes to schedules, stage management information/instructions and/or any technical issues/requirements;
• Ensure that EIFF’s festival management platform (Filmchief) is accurately and promptly updated, so that operational information flows smoothly to other teams, and so that a record of key details is maintained;
• Work with partners and participants to create detailed technical and production schedules for all public and industry events and ensure these are distributed to relevant staff, venues and stakeholders;
• Liaise closely with technical and front of house teams, including EIFF Venue Coordinators plus other staff where needed, to ensure that everyone has what they need to execute screenings and events on the day;
• Work with other EIFF staff or teams as needed to resolve any issues and to ensure the smooth running of all screenings and events;
• Plan and production-manage live events, as required;
• Report to the Programme Manager about any issues or problems that arise with screenings or events;
• Liaise with the EIFF Guest Services team to ensure the smooth flow of information between the two teams;
• Liaise with the EIFF Marketing team to ensure all publications information is collected, managed and exported/imported to website/POS systems as required;
• Assist with proofreading, as required;
• Support scheduling for Festival Director/Producer as required and minute meetings as required;
• Support at EIFF programming meetings and EIFF chase list meetings;
• Support at the daily EIFF morning meeting cross-checking all activity taking place during Festival delivery period

Some further general activity may be required.

Person specifications

Essential:

• Demonstrable understanding of and passion for film, ideally with some level of experience working within cinema, film festivals or wider film industry
• Knowledge of the film industry and film in general
• Experience of frontline work in a busy venue or festival
• Successfully working to deadlines
• Experience of working with key stakeholders, partners, sponsors and funders
• Rigorous time-keeping
• Customer service
• Managing people
• Managing a project or activity
• Excellent organisational skills and attention to detail
• Excellent communication and customer care skills
• Team working and ability to motivate others
• Excellent written and spoken English
• Attention to detail
• Ability to be flexible and respond to changing priorities
• Calmness under pressure and constant courteousness
• Proactive problem solving
• Degree of fluency with technical aspects of film screenings and formats
• Integrity
• Right to work in the United Kingdom or be able to obtain such

Desirable:

• Other languages
• Health & Safety awareness

How to apply

If you would like to apply for the post, please send us your CV along with a cover letter (no more than 1 side of A4) outlining why you are interested in the role and why you think you would be a suitable candidate, referring to the job description and person specification. Please also complete the online equal opportunities monitoring form (found here).

Please email your CV and cover letter to recruitment@edfilmfest.org with the job title in the subject heading.

The closing date for this position is 14/03/2025 at 17:00