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Volunteer for VAFF

VAFF is hiring for the following Executive positions:


Programming Coordinator

  • Responsible for the Open Call/revising submission guidelines/form revisions annually
  • Responsible for revising all tracking/databases for programmer use, including:
    – Submissions database spreadsheet format
    – Programmer Review database spreadsheet format
    – Festival Receivables (NOA, media kit, exhibition screener, shipping) database spreadsheet format
    – Festival Program/Filmmaker Attendance database spreadsheet format
  • Curate films based on networking and actively attending industry events, participating in the filmmaking industry; in consultation with the programming advisory
  • Responsible for overseeing films being submitted and ensuring the relevant programming team members are reviewing the films
  • Lead the programming team in all review activities
  • Organize programming meetings and oversee finalizing of program selection (determine final list of accepted films, and final program selections/times in festival schedule. Input may be sought from the festival director, director of marketing, programming advisory, and board (as required).
  • Oversee submission of required materials from filmmakers, to creative team and marketing team
  • Contribute to overall festival and marketing strategy re. specific films/programs, including panel and special events, specialty programming e.g. spotlight/highlights, jury selection, together with festival director and director of marketing
  • Select films requiring BC Classification and ensure BC Classification Letter has been written, received and handed to print traffic coordinator for festival event
  • Correspondence/communication with filmmakers during open call process, responding to and
  • Negotiation with filmmakers/distribution of curated films, as required
  • Research filmmaker schools, co-ops, centres, etc. for potential outreach; increase filmmaker database by culling print sources from other festivals, film schools, etc.
  • Maintain relationships/Contact distributors – organize opportunities for filmmakers to meet distributors
  • Ensure and clarify whether submissions meet VAFF’s mandate (there is at least one Asian member behind the camera if there are none in front of)


  • Researching and soliciting film submissions for the festival
  • Viewing and assessing assigned films (two sections – features and shorts, two programmers assigned per section; depending on category, a target volume of roughly 50 films per section over the course of the programming cycle)
  • Vote on (required; Yes, No, or Maybe and rank out of 5) and provide notes (if required) on each title viewed in the relevant submissions spreadsheet
  • Recommend films to specialty programming streams/curated programs as appropriate using the relevant submissions spreadsheet
  • Select specific films for assigned programs from films that make the cut from the pre-filtering stage, organizing final films into themes and program selections into festival according to the pre-determined schedule
  • Prepare for and participate in meetings of the programming team to:
    – Fix number of programs/curated programs for four-day festival
    – Discuss potential program themes, panel topic, based on overall festival theme for the year
    – Curate films for additional screenings throughout the year – in July, September and any additional in partnership with sponsors or community partners
  • Present film programs/themes for finalizing by entire team, with input from director of programming or programming coordinator, and programming advisory. Additional input may be sought if required from the festival director, director of marketing, and board (as required) – approximately five meetings over the course of the programming cycle
  • Responsible for helping proof the online and print program guide, as required;
  • Prepare for and lead introductions and Q&A sessions at screenings;
  • Contribute to overall festival strategy, including special events, jury and specialty programming

Programming Assistants

  • Update revised film submission guidelines/form (VAFF website, Withoutabox), in coordination with relevant executive committees, as per Director of Programming or Programming Coordinator’s annual review of materials
  • Keep track of submissions through VAFF website and Withoutabox, maintaining submissions database spreadsheet for open call and curated films
  • Keep track of and file away received media kits in media materials filing database and update festival receivables database spreadsheet
  • Keep track of the screening tapes submitted to VAFF office and update submissions database spreadsheet accordingly
  • Email NOAs and file/track responses in database
  • Correspondence and communication with filmmakers, as required, to ensure submissions compliance

Graphic Designer
Under the supervision of the Creative Director, responsible for executing (as required):

  • Executing all artwork for print and online
  • Design of newsletters
  • Design Program Guide, posters, flyers, ads
  • Design Membership cards, special event tickets, VAFF Merchandises

Graphics Coordinator
Under the supervision of the Creative  Director, responsible for executing (as required):

  • Research and procurement of assets for graphic design and layout purposes
  • Modification of received assets to required format and size
  • Maintaining cloud filing system for all assets required by department, in collaboration with other departments


Communications Coordinator

  • Supports marketing, sponsorship, community liaison/audience development programs in execution of annual communications plan and editorial calendar
  • Coordinate with festival director and other executive committees in development of key messages
  • Draft media releases, media kits, community partnership kits, ad hoc communications and releases as necessary
  • Liaise with media and/or promotional partners/sponsors, as necessary
  • Assist with planning and implementing marcom, sponsorship and community partnership programs and events, including the kickoff event and filmmaker luncheon, as necessary
  • Assist with arranging interview and media opps with attending filmmakers, VAFF execs, and liaise with Media Relations

Marketing Coordinator

  • Supports website, communications, sponsorship, community liaison/audience development programs in execution of annual marketing plan and annual editorial calendar
  • Coordinate with festival director and other executive committees in development of key messages
  • Oversee the annual editorial calendar, digital & traditional marketing tasks, cross promotional partners tasks and other support to the director of marketing
  • Liaise with communication coordinator, graphics coordinator, social media assistance, programming assistance in execution of marketing materials as necessary
  • Assist with planning and implementing marcom and community partnership programs and events, including the annual events, launch events and filmmaker luncheon, as necessary

Marketing Assistant/Web Administrator

  • Copywriting, copy editing and other support to the director of marketing, communications, media relations, and community relations in execution of marketing initiatives and editorial calendar
  • Website maintenance, content updates and functionality updates (as necessary)
  • Attendance at marketing committee meetings


Social Media Editor/Assistant

  • Research and create engaging on-brand content that will support social media communities
  • Work with internal teams to collect creative assets and repurpose them for social networking sites
  • Assist in other day-to-day social media content creation, scheduling, marketing and administrative tasks
  • Liaise with marketing coordinator and graphics coordinator  in execution of marketing initiatives as necessary


How to APPLY, please email Grace Chin, Festival Director, at with “VAFF Team: [position you are interested in]” in the subject line and attached with your resume, by Jan 22, 2015.


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