Job Posting: Theatres and Volunteer Manager, Hot Docs

POSITION: Theatres and Volunteers Manager (contract)
EMPLOYMENT PERIOD: Jan–May, 2011 (20 weeks)
REPORTS TO: Managing Director
APPLICATION DEADLINE: Friday, December 10, 2010

Hot Docs Canadian International Documentary Festival is a not-for-profit organization and North America’s largest documentary festival, conference and market. Held in Toronto each spring, the Festival presents 170+ Canadian and international films to audiences exceeding 130,000. For documentary professionals, Hot Docs offers the Hot Docs Forum, its renowned international market event, as well as a full roster of conference sessions, market events and networking occasions. The 18th annual Hot Docs will take place April 28 to May 8, 2011. For more information about us, please visit

This position manages the overall activities of Hot Docs’ theatre operations and volunteer programs. Primary responsibilities include:
• hiring and management of theatre representatives for all Hot Docs screening venues
• supervising venue relationships during the festival and ensuring venues are properly set-up and equipped for front-of-house operations
• updating and implementing protocols and procedures for the professional operation of Hot Docs screenings (including filmmaker introductions and question/answer sessions that accompany each screening)
• in collaboration with programming, coordinate festival screening start times and assisting in the input and export of the festival schedule; tracking the scheduling of non-screening special public events (school screenings, talks, etc.)
• maintaining screening reports and attendance totals for all screenings during the festival;
overseeing the timely tabulation and reporting for the Audience Award
• working with festival department heads to develop a comprehensive volunteer needs assessment for festival activities
• oversee Hot Docs’ electronic database system that tracks volunteers, and records skills,
performance, and availability
• oversee recruiting volunteers through direct solicitation, other Toronto groups and media
• establishing volunteer benefits systems and ensuring full implementation
• ensuring festival staff communicate volunteer needs in due time, and provide feedback and review of volunteer performance post facto
• supervise and hire a Volunteer Coordinator, and ensuring the scheduling of volunteers into shifts
• ensure volunteers are properly informed about festival activities and their duties, through orientation meetings, group sessions, manuals, emails and phone calls
• assist in staffing Daily PAs for special festival assignments
• conduct a review and survey of all volunteers and theatre staff post-festival, and help to
organize a volunteer and staff appreciation event
• hiring and coordination of stage management personnel for Hot Docs industry conference sessions
• assisting as needed with Hot Docs’ monthly Doc Soup screenings
• coordinating on special activates with the festival client services, technical and production teams
• prepare a Final Report documenting activities and recommendations with respect to the
theatres volunteer programme and provide recommendations for theatre operations in 2012
• Experience with venue management and supervision of volunteers
• Experience with the documentary and/or festival industry is an asset
• Excellent organizational skills and strong attention to detail
• Interest and knowledge of documentary film
• Experience with database systems (Excel an asset)
• Ability to manage large teams and troubleshoot HR issues
• Ability to work independently and to respond efficiently to changing workflow needs
• Ability to work to tight timelines
• Adaptable to a flexible work schedule including some evenings and weekends
• Ability to work within a team environment

Please mail or drop-off a cover letter and resume to:
Hot Docs – Attention: Theatres and Volunteer Manager Hiring Committee
110 Spadina Avenue, suite 333
Toronto, ON
M5V 2K4
No phone calls please.

Hot Docs wishes to thank all those that apply, however, only those applicants selected for an interview will be contacted. Hot Docs is an equal-opportunity employer.