Volunteer with The Women's Film Festival

Below is a list of the volunteer positions we have for the Festival. Some of the positions have been filled but definitely not all. Please come to our Soiree to find out more.......

Monday, September 14th 2009 6-9pm
Hooker-Dunham Theater and Gallery
139 Main Street
Brattleboro, VT

"Visions" Art Show

The “Visions” art show, which has accompanied the Festival for ten years, is an opportunity for all regional women artists to exhibit their work, with sales benefiting the Women’s Crisis Center. The show is on display at the Hooker-Dunham Theatre and Gallery during the month of March.
Committee members start in December / January by soliciting artists to submit work. Aside from working with the artists, other duties include coordination with the WFF Steering Committee and the Hooker Dunham Theatre. Work is most intense the week before the show, when art is gathered and hung.

Publicity/ Promotions/ Marketing

The Publicity/Marketing Committee develops strategy, creates content, and implements all activities related to publicizing the Women’s Film Festival. It includes marketing the festival and also marketing specific films, as in finding a targeted audience for a film.

This committee needs 5-6 people and works closely with Tickets, Film selection, and Special Events. Print media, TV-Radio, and internet outlets are divided amongst committee members.

Some work is done early on, in planning, and getting word out with dates, general info.
The Publicity Committee really kicks in once films are selected, press releases are written (one or more of us works on that), and Special Events are pinned down for the upcoming festival. Everything is geared to be ready to go in January and February.

Film Selection

Working collaboratively, the 6-7 members of the selection committee are charged with researching, acquiring and screening 75-100 films in order to help create a comprehensive and compelling program of films which highlight women’s issues in the US and worldwide. The committee requires a heavier work load and longer term committment as members may spend on average 15 hours a week (including meeting times) from August to early December. Members help put the film schedule together, work with film distributors to negotiate final prices within the festival budget, and acquire public relations materials on a share of the films. A strong love of film, internet access / email acct., basic writing skills, willingness to communicate frequently, make cold calls and advocate on behalf of the festival are a must. Despite all the challenges it's still fun.

Special Events

The special events committee is responsible for creating and producing 4 -5 events during the
film festival. You will work in conjunction with the film selection committee, who will suggest films where the subject matter is one of interest that would be enhanced by a separate event. In the past these events have ranged from one expert speaker to an audience participation event to panel discussions. Creativity and innovation are encouraged. Often the directors or film makers will come to Brattleboro and talk about their film and the process of making it.

This committee starts it’s work in November/ December -once the film selections are finalized. A group of 3- 4 people works well, with one person taking the lead. The committee can divide events up -with each member in charge of a specific event or tackle all events as a group. There are usually 2 committee meetings per month with frequent email contact and progress reports. A representative form the special events committee is required to attend at least 2 of the Steering Committee meetings and is expected to participate in all event promotion: putting up posters; appearing on local radio and televison programs and doing outreach to the groups that would be most likely to attend and benefit from each event. A report of how the committee functioned, problems, successes, etc. is due shortly after the festival is over.

Print and New Media

The Print and New Media committee is responsible for the production of all Graphic Design and Web based materials.
- The Graphic Design includes design of the look and feel of all print and web collateral of the Festival (Brand Mark and color palette used on letterhead, business cards, passes, Poster, postcards, Flyer, Brochure, and all web graphics).
- New Media includes development and updating of the Website, Facebook, Twitter, Blogs, Youtube and any other new venue that may present itself to be of value to the festival.

This has been a 1 to 2 person committee for the entirety of the Festival. There has only been one for the past two years, so we would welcome anyone who may posess the skills needed. This would include knowlege of any or all of the following: Photoshop, Dreamweaver, InDesign, joomla!, CSS, HTML, Graphic Design, Flash, Google Docs, Photography, Videography, Project Management........Facebook, Youtube, Twitter, Blogs...... Must be able to meet deadlines and work collaboratively on projects.

This job typically begins working from mid-December and then seriously working in January right through to about two weeks before the festival begins. It usually involves about 1 - 5 hours a week. This position works primarily with the Web Maven, although is in contact with Film Selection, Special Events, Art Show, Publicity/Marketing, and Proofreaders.

Tickets

The Tickets Committee people will be the line of communication to the designer of festival passes; will distribute passes to festival outlets such as bookstores and keep them supplied with passes and flyers; will be responsible for collecting the festival envelopes with sales income. Tickets Committee is also responsible for coordinating with the Latchis on their promotional festival package, and any others that might come about. If the Steering Committee decides to do Holiday sales again, that will be part of the tickets committee’s work. Tickets works closely with publicity and marketing. February and March is this committee’s busy time. Three people would be optimum for this committee.

Steering Committee

Planning and overall organization of the film festival. Minimum of one full year of experience working on the Film Festival is required. Requires communication and teamwork skills. Steering committee members serve as liaisons to other specific committees. It’s a year round time commitment.

Fundraising: Corporate/ Individual Gifts/ Grants

The fundraising committee is responsible for creating the current year’s fundraising goals, strategies and plans.

Prepares written materials and documents as needed for appeal letters to be sent to major donors, individuals and business donors.
Arranges for printing of letters, envelopes and remittance envelopes. Coordinates mailings of appeal letters, and records receipts.
Identify organizations and individuals who might be sources of funds through grants; prepares, writes and files grant applications.
Works closely with the Steering Committee and Finance Committee to inform them of potential funding sources, and to update income received.
Thank you letters (and visits in the case of major donors) are written within a week of receiving funds.
Assures that updates to the database are provided to data coordinator.

Bookkeeper/ Finance/ Festival Accounts

This committee works closely with the Treasurer of the Board of Directors of the Women’s Crisis Center, the Festival Steering Committee, Fundraising Committee, Volunteer Coordinator, and Data Compilation Coordinator and others as needed.

Major roles are:

Establish budget for current festival
Help establish fundraising goals for corporate and individual donations and grants
Track expenses and income and reconcile to budget
Prepare, handle and track cash flow throughout the Festival
Record and track expense and income data. Prepare reports as needed.
Participate in grant writing by preparing budget figures and providing financial information as needed by grant writers.

This committee meets year round. Monthly meetings from May – August, weekly or bimonthly meetings August – April.
The ideal make up of this committee would be 4-5 members
Coordinator/Chair
Bookkeeper
Accountant
Cash flow Coordinator
Record Keeper

Data Compilation Coordinator

Collect and compile comprehensive information on the festival, including films, venues, special events, finances, and attendance statistics.

Web Maven

This person will be responsible for coordinating the delivery of final copy(written, image, or video) from the proofreaders/producers to the New Media/Print committee. This person needs to be able to pay attention to detail and be familiar with new media(Facebook, Youtube, Twitter,Google Docs and other social media). An understanding, or at least a familiarity, of file formats, compression and online social venues highly recommended.

Film Submissions

Film Submissions, a new endeavor for the Women's Film Festival is growing quickly and is in a state of development. The Film Submissions committee may consist of 1-2 members that work closely with the Film Selection committee from August till December.

Their primary responsibilities include:

Taking care of daily tasks like correspondence with filmmakers
Previewing submissions and reporting on them to the film selection committee
Making sure the festival's treasurer receives the submission fees
Keeping careful records of all submission activity
Research websites and conduct inquires of how other small film festivals manage film submissions to learn how to handle the increasing growth of the festival more systematically.

A highly organized person who has an appreciation of the work and passion of independent filmmakers, as well as the goals of the Film Selection committee would be a good fit for this task.

Proofreaders

Responsible for proofreading all written copy before it goes to final presentation on the Web or Print media. This committee will work closely with all other committees in gathering written material and then make sure final copy gets to those who need it. Must be organized and able to work with deadlines. Familiarity with or a willingness to learn how to use online collaborative software a plus, such as google docs.

Show Volunteer Committee

The Women's Film Festival Show-Volunteer Committee is made up of about 10 volunteers, most of whom meet once a month from Oct. until the Festival begins (in March).

The group includes:

Show-Volunteer Committee "head" (who oversees the Show-Volunteer Committee)
Show-Volunteer Committee "office manager" (who prepares and organizes paperwork needed for this committee)
Steering Committee liaison (who facilitates teamwork between other WFF committees and this committee)
Show-Volunteers' liaison (who organizes and stays in close contact with the show-volunteers and show-volunteer "leaders")
Overall Presence/ Organizer at venues (who keeps the venues organized and is a helpful presence at many of the shows)
Show-Volunteer Trainers (who train show-volunteers and show-volunteer leaders before the Festival begins).

The Show-Volunteer Trainers are also Show-Volunteer Leaders (who organize show-volunteers and are the go-to "point person" at the show). We welcome volunteers who are interested in taking on a Show-Volunteer Committee position and ask them to, ideally, make a 4-6 festival committment to the WFF in this role; you will be trained over the course of 2-3 festivals by the volunteer presently in that position, taking on the role when you feel confident, and will begin to train another volunteer to take over your role when you're ready to retire from it.

Show Volunteers

There are usually 3 - 5 Show-Volunteers at each WFF show. A Show-Volunteer Leader coordinates the Show-Volunteers and acts as the "point person" at the show, available to answer movie patrons questions, etc. (The Show-Volunteer Leader also prepares and completes paperwork before and after the show and often reads the "introduction" before the show).

The Show-Volunteers, under the direction of the Show-Volunteer Leader, work as a team, choosing from jobs that incude:

Selling individual show tickets and multi-punch show "passes" (this includes handling money)
Keeping a tally of tickets and passes sold, punching passes (that are purchased either at this show or before this show)
Giving out a "blue ticket" to every movie patron entering the theater
Giving out "comp tickets/ passes" and crossing off names as they're picked up
Handing out "comment cards" and pencils and collecting "blue" tickets at the theater door, and collecting "used" comment cards and pencils after the show.

Show-Volunteers and Show-Volunteer Leaders will receive an individual "comp" ticket for each show s/he volunteers for, to be used at this or any other WFF show. Show-Volunteers/ Leaders should not plan on attending the show they are working at, though often it works out that s/he can. It is helpful for Show-Volunteers and Show-Volunteer Leaders to attend at least one Show-Volunteer Training before the Festival begins.

Hospitality

Responsibilities include :

Checking w/ steering committee to see what we are providing for visiting directors/film makers
Get director/film maker info from film selection committee and contact that person to see what their needs are: When will they arrive? Leave? Traveling alone or with partner? Driving? Train? Directions? Any food requirements? (Are they vegan? Etc)
Arrange for someone to meet them at their arrival.
Contact Robin Swett at Latchis Hotel and make reservations.
Forward the reservation confirmation to director ; add copy to welcome packet.
Solicit meals form Riverview; Shin La; Peter havens; TJ Buckleys; (anywhere else you can think of) Get breakfast vouchers from Amy’s; River View and Coop.
Put meal vouchers, welcome letter, reservation confirmation and festival brochure in packet and leave at Latchis for pick up at arrival.
Solicit 15 -18 $3.00 vouchers from local coffee shops to be presented tp speakers and panelists as a token of appreciation.

This should all be finished within the last 3 weeks before the festival.

Opening Night Reception/ Final Wrap-Up Party

The opening night party occurs during Gallery Walk - the 1st Friday of March - when the Visions Art show opens. It is at Hooker-Dunham and involves soliciting food donations from identified vendors; preparing and traying food and setting up a buffet table of food and beverages. You will also need to procure paper goods. It is helpful to have 1 or 2 people soliciting donations and 3 - 4 doing set up and clean up.

The closing night party happens on the last night of the art show and is basically the same responsibilities and requires the same number of people. Again, you will have designated vendors to approach for food and drink donations.

Film Trackers

The Film Tracking Committee is fairly small and works from late February, most intensively just before and during the festival, and then for a couple of weeks after the festival ends.

The work is to:

Have the films in hand, a week or two before the films are to be shown
Have contact with the venue managers
Organize a plan for which films need to be where by when based on the film schedule,
Get the films to the theaters in time for the managers to make sure they work in their equipment
Pick up films and get them to a second (or third) venue if they are shown in more than one place.

After the festival is over all the films must be picked up and then organized to be mailed back to distibutors and information about where to send them would come from the film selection committee.

Best in Festival Coordinators

The Best of the Fest committee gathers the comment cards after each evening of film. The results are tabulated, and the favorite film is shown again during the closing event of the Festival. A fondness for math is helpful. Two to three people are needed to work during the days of the Festival.

Program Advertising Sales

Solicit orders for ads to be placed in WFF Program Guide and on website.
Follow up on orders to make sure artwork and ad copy have been received by designer, and that payment has been received.
Participate in proofreading and copy editing of Program Guide/ website copy as needed.
Once Program Guide has been printed, check to make sure that all ads were in fact included, and if an ad did not appear in Guide or on website, write an apology and refund fees as needed.

Banner Coordinator

Reserve date for large banner hanging over Main Street with Fire Department one year in advance; change dates on banner at Turbo Signs; deliver banner to Fire Department for hanging, pick up banner after it has been taken down. Deliver for storage.
Also get dates changed on two smaller banners. Deliver to Hooker Dunham Theater and Latchis Theater. After Film Festival, pick up smaller banners and deliver for storage.
Arrange for following year’s hanging over Main Street.

Other Volunteers

This is an “as need” position. We need about 6 - 8 volunteers who can do tasks such as picking up tickets from the printers; escorting the visiting film directors/film makers to the hotel; running out for water; tape; etc. Helping to put up posters. This is a great volunteer job if you don’t have a huge amount of time to give. It is an ongoing job throughout the festival.

Photographers

Skilled photographer(s) who is/are willing to take candid photos of the Art Show; the patrons in line for tickets; the directors and film makers; etc. etc.
Looking for someone who can capture the “feel” of the film festival.

New Media Voice

This person needs to have a passion for getting the word out about the Womens Film Festival. Skills needed are writing, first and foremost, and then knowledge of Twitter, Facebook, Blogs, and Websites are helpful. This person will be working mainly with the Print and New Media committee and also with proofreaders, Marketing, and others. Journalism and reporting experience a plus.

Contact:
info@womensfilmfestival.org