Venue Coordinator

Job Type

Full Time Temporary



Application Deadline:



232 Third Street, E103
United States


Founded in 1997, Rooftop Films is an innovative grassroots non-profit film festival and production collective based in Brooklyn, NY. Rooftop has grown to become one of NYC’s leading film organizations serving over 48,000 audience members. Our mission is to engage and inspire diverse communities by showing movies in outdoor locations, creating innovative events, and renting equipment at low-cost to artists and non-profits.


Rooftop Films has grown tremendously over the last few years, and we are looking for a Venue Coordinator to take a crucial role in the production of the Summer Series. The Rooftop Films Summer Series runs every weekend, May – August, presenting 45 shows at over 19 different outdoor locations in NYC.

This is a flexible, creative position, employing a variety of skills. The Venue Coordinator will assist with in-office preparations for and on-site management of all Rooftop Films Summer Series screenings. Responsibilities include pre-season preparations, permitting, liaison to sponsors, execution of sponsorship activations, as well as supporting the Venue Manager in general event preparation and execution as needed. Rooftop screens in multiple locations that require unique event management systems and procedures; since there are many venues, each with their own particulars, certain basics change from venue to venue. This position reports directly to the Operations Manager.

The Venue Coordinator position begins part-time in April and becomes full-time in May through the end of August (wrapping one week after the last Summer Series screening).

We are looking for someone creative, energetic, forward thinking, and committed with exceptional organizational skills and a dedication to Rooftop Films mission. It is imperative that the person in this position be able to multi-task, manage time and people, be able to work, and have strong customer service skills. He or she must possess solid writing and verbal communication skills, as well as the ability to think of new ways to impact our events and streamline processes.


  • Pre-Season Event Planning:
  • In collaboration with the Artistic Director and the Operations Manager, the Venue Coordinator will assist with:
  • Sponsor relations including coordinating deliverables, activation dates, and design approvals.
  • Venue coordination including securing screening and after party locations, permits and contracts (D.O.B, Parks Dept., Catering, etc.) and attending site-visits.
  • Coordinate purchasing of FOH show supplies and materials.
  • Assisting with hiring of other Front of House Summer Series staff.
  • On-Site Summer Series Event Management:
  • The Venue Coordinator will be responsible for all event production relating to on-site sponsor activation (including all after-parties) as well as assist the Venue Manager and Box Office Coordinator with general operations of events:
  • Venue prep including supervising staff and volunteers with set-up of box office chairs, tables, tents, signage, and merch/information tables.
  • Audience relations including crowd flow, ushering, and answering questions.
  • Liaison with the venue and their staff.
  • Hospitality including talent, bands, sponsors, etc.
  • Setup of sponsor activations as needed including sponsored bars, booths, product giveaways, etc.
  • In-Office Summer Series Event Planning:
  • The Venue Coordinator will assist the Operations Manager and other FOH staff with the following:
  • Venue coordination including permits/contracts as needed as well as liaison with venues in advance of screenings regarding arrival, rain plans and other contingencies.
  • Weekly show preparations including unpacking and re-packing of show materials, communicating with staff on show material needs, creating signage and other logistics as needed.
  • Attend weekly department meetings.
  • Assist with creating individual event information sheets for all events.
  • Summer Series Wrap Report and paperwork at the end of the summer.


  • Minimum 2 years event production, house management, venue operations management, sponsorship fulfillment, and/or film festival experience.
  • Possess flexibility, strong organizational, project management, writing and verbal communication skills.
  • Be culturally engaged. A familiarity with and interest in independent film is a plus.
  • An understanding and dedication to our mission.
  • Ability to thrive in a small team environment, to take responsibility and to meet tight deadlines.
  • Ability to work collaboratively with internal staff and external constituencies at all levels.
  • Basic computer skills required, including spreadsheets and databases; familiarity with Adobe Creative a plus.
  • Ability to work flexible hours as required, including evenings and weekends.
  • Understanding of and experience securing permits a plus.

Start Date: April 2018

Professional Level


Minimum Education Required

High School

How To Apply

We recommend you look over our website to thoroughly learn about our organization. Then send a resume, cover letter, and references to:


Kate Gellene, Operations Manager at


Please note the position in the subject line. Applications must be received by April 6, 2018.




Receipt of applications will be acknowledged via email. Not all applicants will receive interviews.


Salary is commensurate with experience.


Rooftop Films is an equal opportunity employer, and strongly encourages women and people of color to apply.