Annapolis Film Festival Board of Directors Handbook

Annapolis Film Festival, Inc.
Board Handbook

Table of Contents

Annapolis Film Festival Vision Statement
Annapolis Film Festival Mission Statement

Organizational Chart
Board Member Roster
Board Member Biographies
Advisory Board Roster
Advisory Board Biographies
Board Member Qualifications
Procedure for Selection of New Board Members
Board Committee Chair Job Descriptions
Annapolis Film Festival Bylaws
Conflict of Interest Policy
Board Committee Charters (for addition after board review)
Current Treasurer Reports (once complete)

Last Modified: 11/4/13

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Vision Statement
The vision for the Annapolis film festival is to establish Annapolis as a center for
filmmakers to showcase different global perspectives and independent thought to
a variety of audiences through their work. The long-term goal is to enhance growth
both culturally and economically to the Annapolis area and throughout the region.

Mission Statement
The mission of the Annapolis Film Festival is to encourage the development of all
aspects of the creative arts in and around Annapolis through the cinema experi-
ence. We seek independent films, features, documentaries and shorts, that will
inspire, enlighten and entertain all audiences on a variety of topics, promoting
Annapolis as a cultural arts center.

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BOARD OF DIRECTORS

Board President Executive Director

CD OVERVIEW VP Secretary Treasurer ED OVERVIEW
Creative Oversight Community Liaison
Industry Connections Board Committees Venues/Business
Programming Selections Governance Development Fundraising Finance Fundraising
PR/Marketing Sponsorships
Operations FESTIVAL Finance
Educational Check Signature
Outreach Governance
Sponsorships Board Development
Technical/IT Educational Outreach
AV PR/Marketing
Ticketing Ticketing/VIP Packages
Budget/Spending Approval
Hospitality Creative Directors
Special Events

Festival Producer
Art Director

Festival Coordinator Committee Chairs Festival Coordinator

A/V Volunteer PR IT/Tech Tickets Programming Special Events Operations Marketing Hospitality

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Annapolis Film Festival, Inc.
Board of Directors

Officers

President Rick Foster

Vice President Felicia Barlow Clar

Treasurer Tom Barnhill

Secretary Mandisa Henry

Executive Director Co-Creative Directors

 Debra Fortier  Lee Anderson
207 Norwood Road Annapolis, MD
Annapolis, MD 21401 410-263-3023 (office)
410-533-1220 (cell) 410-353-8808 (cell)
[email protected] [email protected]

Board Members  Patti White
444 Waggamon Circle
Annapolis, MD 21403
410-263-3023 (office)
410-353-7324 (cell)
[email protected]

 Tom Barnhill  Mandisa Henry
240-400-0164 (cell) Bowie, MD
[email protected] 301-922-4310
[email protected]

 Carole Alexander  Steve Burns  Douglas Potash
410-295-9965 (home) [email protected] 27 Harbour Heights Drive
301-785-0880 (cell) Annapolis, MD 21401
[email protected]
443-994-1897
 Ruth Anderson Coggeshall
410-263-5068 (home) 443-837-2550 (office)
410-212-1186 (cell)
[email protected] [email protected]

 Felicia Barlow Clar  Sonia Feldman
7 Constitution Avenue
Annapolis, MD 21401 12 Taney Avenue
410-263-3937 (home)
301-520-7381 (cell) Annapolis, MD 21401
301-583-5316 (work)
[email protected] 410-268-3532 (home)

443-822-3532 (cell)

[email protected]

 Rick Foster  Lucy Spiegel
3531 Old Trail Road [email protected]
Edgewater, MD 21037
[email protected]

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Annapolis Film Festival, Inc.
Board Biographies

Rick Foster President

Rick is a founding Board member of The Friends Foundation, a charitable organization in Annapolis focused on
making charitable giving an integral part of a fulfilling life in our community. He is a successful entrepreneur
and currently serves as a Managing Director of Ilex Capital Group, LLC, a private equity firm primarily focused
on the acquisition and operation of consumer products companies. As an Annapolis native, he is very active in
the community and is excited to help strengthen the organizational structure and provide leadership to the
many talented and committed supporters that are determined to make the Annapolis Film Festival a corner-
stone of the local culture.

Felicia Barlow Clar Vice President

Felicia is an award-winning writer and producer, creating projects ranging from documentaries and independ-
ent feature films to promo videos and live events. She has worked on major endeavors, including the 2005 U.S.
Presidential Inauguration; Ace of Cakes (Food Network); The Contender (NBC/ESPN); and ARC of Light: a Por-
trait of Anna Campbell Bliss, a documentary that premiered locally at the National Museum of Women in the
Arts. She serves as a film screener for “the pre-eminent documentary festival in the US”, AFI Discovery Chan-
nel’s SilverDocs; and was President of the DC chapter of Women in Film & Video.

Mandisa Henry Secretary

Mandisa is a graduate from the University of Maryland, College Park. Besides working with Filmsters Academy
as supervising staff and assisting with music supervision, Mandisa volunteers with the Family Crisis Center of
Prince Georges County, a Domestic Violence Shelter, and works as a Volunteer Coordinator with Hospice of
the Chesapeake. Mandisa’s passion for film has brought her here and she is excited to help develop the An-
napolis Film Festival.

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Board Biographies Cont.

Tom Barnhill Treasurer

Tom is the owner and operator of Tom Barnhill Accounting Services. After holding positions as a CFO and con-
troller for two large companies in the DC area, he started his own buisiness that specializes in providing cus-
tomized accounting solutions for small businesses. Tom has been working in the accounting industry for more
than 18 years and has been instrumental in supporting the creation of many successful small businesses in the
Annapolis and DC area. To further his commitment to supporting Annapolis small businesses, Tom publishes a
weekly blog, Meet a Business Mondays, which is carried by the Annapois Economic Development Corp. His cli-
ents include many artists. Tom's desire to support local artists and his passion for film have inspired him to vol-
unteer with the Annapolis Film Festival.

Carole R. Alexander Hospitality

Carole is an independent consultant to nonprofits, associations, political organizations and corporations, as-
sisting them in the areas of fundraising, marketing, political outreach, event planning and grassroots strategy
and advocacy. During her eight year consulting practice, she has specialized in creating new events and pro-
grams to help raise visibility, to develop strategic partnerships and to identify and implement cutting edge cre-
ative solutions for fundraising.
Carole’s volunteer and community service includes chairing events for and currently serving on several
statewide boards: the Maryland State Arts Council, Maryland Citizens for the Arts and the Art Education in
Maryland Schools Alliance. She has worked with numerous non-profits in Anne Arundel County including the
Boys & Girls Club of Annapolis and Anne Arundel County, , Providence Center, YWCA, ArtWalk and Food Link.
She looks forward to the opportunity to contribute to a new cultural event that will bring films from all over
the world to the city of Annapolis.

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Board Biographies Cont.

Lee Anderson Creative Director

A founding member of the Annapolis Film Festival, Lee began her career as a news and commercial producer
for ABC and CBS affiliates in Maryland. She began with Filmsters in 1994 and has since been Associate Produc-
er, Production Manager, Post-Production Supervisor, Assistant Editor, Second Camera Person and Line Produc-
er on several Filmsters projects. Her credits have appeared on ABC (Extreme Makeover), CBS, TBS, the Discov-
ery Networks, VH1Soul, Current TV and others. Lee spent 18 months on the festival circuit in over 20 cities with
her multiple award-winning 2001 feature documentary, If I Could, narrated by Sally Field. She has produced
countless projects in the last twenty years; from music videos, web videos, promotional pieces to documen-
taries including Bringing Back Bates: A Legacy to Remember, the story of the African-American high school in
Annapolis.

As a Producer, she is the recipient of a Chris Columbus Award, a CINE Golden Eagle award, two Telly Awards
and was nominated for a CableACE Award. A lifelong volunteer, Lee sits on the Board of KidsPeace, a national
non-profit for foster kids and has been involved with the Boys and Girls Clubs of Annapolis and Anne Arundel
County for the past 20 years. In 2002, Lee co-founded Filmsters Academy in Annapolis, a unique annual
filmmaking program for youth between the ages of 11-20.

Steve Burns

Currently, Steve is Executive Producer/ Consultant of WNET’s long-running Secrets of the Dead series for
PBS. He is also Managing Director for Roller Coaster Road Productions, a media company producing programs
for networks and the web worldwide.

His career spans more than 25 years from National Geographic cinematographer/ producer to senior executive
positions at Discovery Networks, returning to National Geographic as Executive Vice President of Global Con-
tent for NGC worldwide. Recent programming highlights include: Cosmic Shore for NHK/NOVA, Dad’s On Ice for
Nat Geo Wild, Brain Games, Great Migrations, Inside the Vietnam War, Untamed Americas, Bush 9/11 Inter-
view.

Prior to joining NGC, Steve served as Executive Vice President and Chief Science Editor at Discovery Networks,
responsible for nearly 2,000 hours of programming per year across 10 Discovery nets. Programming highlights:
Titanic Live, Behind the Terror, 100 Greatest Discoveries with Bill Nye, Unsolved History, The Ultimate Guide,
Raising the Mammoth.

Steve was Senior Vice President and General Manager of The Science Channel. He has won multiple industry
awards, including two Emmys for 5 Years on Mars and Spirit of the Rainforest. His teams have been nominated
for two Academy Awards, over 200 Emmy nominations, including dozens of wins, and two Peabody Awards.

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Board Biographies Cont.
Ruth Anderson Coggeshall

Ruth has over twenty five years experience in fund raising, board development , and management organiza-
tion. She was the director of the Fund for Johns Hopkins Medicine, the fundraising arm for the Johns Hopkins
Hospital and the Johns Hopkins University School of Medicine. In that capacity, she helped lead Johns Hopkins
Medicine in Hopkins' first billion dollar capital campaign.
From there she went to the National Gallery of Art in Washington, DC where she served as chief development
officer, responsible for philanthropy. Ruth has wide experience in the not-for-profit world as a professional
and as a volunteer. She has served on national boards such as the Girl Scouts of the USA, and currently serves
on local boards such as Historic Annapolis. She loves film and story telling, and the lessons and inspiration they
impart.

Sonia Feldman Art Director/Special Events

Sonia is a long-time member of the Annapolis Arts community. After several years as a Modern Dance chore-
ographer and instructor, she now manages her Graphic Design and Advertising business. As a volunteer for
numerous cultural organizations, and through her work both in dance and graphic design, Sonia has expressed
her commitment to supporting the local artistic and cultural community. Her dedication to the arts, and her
desire to help create a new and exciting cultural event in Annapolis, bring her to the Annapolis Film Festival.

Doug Potash Finance

Doug is a graduate of Villanova University. He spent 35 years in motion picture distribution with United Artists,
MGM (Central US Division Manager), the DeLaurentiis Entertainment Group (vice-president of Distribution)
Avenue Pictures and Corsair Pictures (sales manager). Doug settled in Annapolis 12 years ago where he is a
partner with the Premier Planning Group.

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Board Biographies Cont.

Lucy Spiegel

Lucy is the Executive Director for Contributors and Audience for CNN. She manages all outside political con-
tributors, analysts and commentators who appear across CNN networks and platforms. She has played a key
role in the network’s extensive election coverage.

Previously, she served as Vice President and Senior Executive Producer of CNN’s weekend public affairs pro-
grams, including Late Edition with Wolf Blitzer, Reliable Sources and This Week in Politics.

Lucy helped launch This Week at War, named one of the "Top Ten TV Shows of 2006" by the Atlanta Journal
Constitution. She helped develop CNN’s award-winning On the Story and Take Five and oversaw The Capital
Gang and Evans and Novak. She was an editorial producer for Larry King Live overseeing guest bookings,
breaking news coverage and the production of Larry King Weekend.

She has worked at all three broadcast networks during her career, including 20 years with CBS News. During
her time at CBS News, she served as bureau chief in Beirut and as a producer for both CBS Evening
News and CBS This Morning.

Patti White Creative Director

A founding member of the Annapolis Film Festival, Patti has been a producer/director/writer in the fields of
TV, journalism and film for over 30 years. She was Producer and Senior producer for three seasons of Extreme
Makeover for ABC TV. During her 15 years at CBS News in New York, Patti produced for 60 Minutes, CBS Re-
ports, received three Emmy Awards and the George Foster Peabody Award for her work at CBS.

As an independent producer, Patti wrote and produced the PBS documentary Mending Hearts, narrated by
Christopher Reeve, exploring the lives of people living with AIDS which won the CINE Golden Eagle Award. She
wrote and produced America at Risk: Seeds of Hope for Turner Broadcasting and the Tribune Co., shot entirely
in Annapolis, Maryland. This hard-hitting film earned her the Ohio State Award for Excellence in Broadcast
Journalism and the Christopher Columbus Award.

Patti's award-winning work has appeared on ABC, NBC, CBS, PBS, Discovery, Lifetime, TBS, Turner, Discovery
Health, VH1, MTV, Current TV, BET, BET Soul and many other national network and cable stations. In 2002,
she co-founded Filmsters Academy in Annapolis, a summer filmmaking camp for youth 11-20 years old. She
has been on the Board of Directors of the Boys and Girls Clubs of Annapolis and Anne Arundel County for 20
years.

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Executive Biographies
Debra Fortier
Executive Director

Debra is a founding member of the Annapolis Film Festival and an Annapolitan for over 35 years. Her profes-
sional background includes marketing, development, fundraising, teaching and writing. As chairperson for
Anne Arundel County Commission for women, she helped develop programs including the funding of the
battered spouse shelter. She was a member of the Capital Campaign for the Lighthouse Shelter in Annapolis
which serves the homeless community. Other volunteer work includes Board membership or chair of com-
mittees for groups such as the Annapolis Symphony Orchestra, the Chesapeake Bay Foundation and the Key
School. Debra is passionate about Independent Film and has been following its evolution for the past 20 years.
She is committed to making the Annapolis Film Festival a cornerstone cultural event in Annapolis.

Carolyn Sullivan
Director of PR and Marketing

Carolyn is the owner of PR People, a public relations and marketing consultancy that has worked with many
local businesses and non-profits over the years. In a previous life, she worked as the Radio and TV Officer for
the film company, Cinerama International Releasing Organization, in London, England.
Carolyn ran the TWIN awards event for women for 23 years and helped run capital campaigns for the YWCA,
the Fleet Reserve Club and St. Anne’s Church. She has served on the boards of the YWCA, the Anne Arundel
Conflict Resolution Center, the Annapolis Symphony Orchestra, the Annapolis Chapter of PRSA, and is
currently Senior Warden at St. Anne’s Church.

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Annapolis Film Festival, Inc.
Advisory Board Roster

Josh Cohen

Mayor of Annapolis new biography needed

Janet Davidson

Vice President of Women in Film and Television International and a co founder of New Mexico Women
in Film.

Marianna Edmunds

Film professor at Emerson College, former Director of the Maine Media Workshops and former
Producer for CBS News / 60 Minutes.

Carlesa Finney

Director of Equity Assurance and Human Relations for Anne Arundel County Public Schools.

Jon Gann

Shorts Film Director. Jon also created the DC Shorts Film Festival, and is co founder of the DC Film Alli-
ance.

Jack Gerbes

Head of the Maryland Film Commission.

Janice Hayes-Williams

Renowned Annapolis historian, and respected author, playwright, and columnist.

Wayne L. Rogers

Mr. Rogers serves as the Chairman of Synergics, which owns and operates renewable energy power sta-
tions and provides consulting services all over the world.

Ambassador Shabazz

Artist, actress, theatrical director and producer. Associate Producer of the Stellar Awards and the
NAACP Image Awards. She is also Director of the Malcom X Shabazz Birthplace Foundation and the Leg-
acy Foundation.

David S. Ward

Oscar winning screenwriter of The Sting, film director and co writer of Sleepless in Seattle.

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Annapolis Film Festival, Inc.
Staff Roster

Matt Janes Festival Producer
Michael Reft Print Traffic Coordinator

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Annapolis Film Festival, Inc.
Staff Biographies

Matt Janes
Festival Director

Matt has been working in the feature film and commercial industry for the past 25 years in almost every ca-
pacity in the field of production. Originally based in New York City, Matt has produced or line produced over
fifteen films as well producing numerous national commercials and music videos. Some of his features are The
Golden Boys (Roadside Attractions), Kissing Jessica Stein (Fox Searchlight), Dinner Rush (Access Motion Pic-
tures) and Looking For An Echo (Regent Releasing)’ Films Matt has worked on, have won various awards at the
L.A. Independent, Mill Valley, Telluride, Traverse City and the Santa Barbara film festivals. He is a frequent lec-
turer at NYU and Columbia University.

Michael Reft Print Traffic Coordinator
Biography needed

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Board Member Qualifications

The Annapolis Film Festival (AFF) seeks Board Members who have proven leadership skills and ability.
Scope and responsibilities
 Understand and support the mission, vision and goals of the Annapolis Film Festival
 Participate in fundraising for the Annapolis Film Festival by supporting events, identifying and as-

sisting in the cultivation of potential donors
 Make an annual gift to the Annapolis Film Festival which supports AFF goals and is commiserate

with one’s ability
 Become knowledgeable about the Annapolis Film Festival’s programs, activities, and staying

current with ongoing programs and projects
 Attend Annapolis Film Festival events, screenings, fundraisers, panel discussions, meetings, and

annual post meetings as necessary
 Attend at least three quarters of board meetings and committee meetings
 Actively engage in board member development and recruitment

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Procedure for Selection of New Board Members

 All potential candidates must be nominated by a Board member. A letter of introduction and in-
tent from the Board member along with a resume is given to the President of the Board and then
to the Board Development Committee.

 The Board Development Committee reviews all nominations at committee meetings providing
there is space on the board. They ascertain if the candidate has the “ideal qualities of a Board
Member” and meets the Board’s needs at the time.

 If the committee wishes to continue the nominating process, plans are made to meet with the
nominee. The committee interviews the candidate and discusses AFFs mission and vision, the job
description for a Board Member, and the committee structure.

 After meeting with the nominee, the committee votes whether or not to accept the nomination
and makes such recommendation to the Board.

 The Board Development Committee proposes the candidate to the full board.
 A letter is sent, signed by the Executive Director and of the Board Development Committee,

welcoming the new member. Orientation follows.

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Annapolis Film Festival, Inc.
Festival Committee Job Descriptions

EDUCATION COMMITTEE CHAIR
JOB DESCRIPTION

OVERVIEW

The Education Committee Chair is responsible for the development and implementation of panels held during the festi-
val. Panels are designed in conjunction with all festival showcases and themes relevant to the festival. These panels are
developed to enrich the festival going experience for general audiences, industry professionals, and the community to
include students in the city of Annapolis and surrounding communities. The chair should also establish a nurturing and
supportive atmosphere among festival board, staff, and volunteers.

SCOPE AND RESPONSIBILITIES

 Evaluating the impact and success of all Educational Programming
 Developing a budget for the Educational Committee
 Selecting educational centers and moderators in conjunction with Festival Producer and Artistic Director
 Inviting panel participants and securing a written contract with each
 Assigning all logistical needs for panels, including those of moderators
 Ensuring post festival follow up with all presenters and moderators including thank-you and feedback
 Managing Education Committee volunteers
 Reporting on the activities of the Education Committee to Festival Producer/ Board
 Responsible for the scheduling and conducting of all Education Committee meetings as necessary
 Attending board meetings as required

QUALIFICATIONS

 Ability to establish obtainable goals and implement plans to ensure those goals are met
 Basic word processing capabilities (Email, Word, Excel)
 Ability to effectively motivate and coordinate volunteers
 Project management experience
 Time management skills especially as it relates to ability to meet deadlines
 Detail oriented
 Enthusiasm for cinema and film
 Must have a working knowledge of education panels from other film festivals

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HOSPITALITY COMMITTEE CHAIR
JOB DESCRIPTON

OVERVIEW

The role of the Hospitality Committee Chair is to handle all travel and lodging for filmmakers, industry professionals, and
other guests of the Annapolis Film Festival. They ensure all guest needs are met in terms of transportation, food, and
lodging. The chair should also establish a nurturing and supportive atmosphere among festival board, staff, and volun-
teers.

SCOPE AND RESPONSIBILITIES

 Negotiating, securing and managing hotel bookings for room blocks, meeting space, event space, panels.
 Negotiating, securing and managing travel arrangements, using a travel agent for bookings
 Negotiating, securing and managing transportation needs to and from airport, etc. and during the festival for desig-

nated filmmakers and guests
 Assigning hosts to filmmakers and special guests as required
 Creating and implementing a communications plan for providing information to all filmmakers and special guests

prior to the festival in partnership with Programming Chair
 Maintaining and updating the master spreadsheet with Festival Producer and Programming Chair
 Assisting filmmakers with distribution of their publicity materials to Marketing and PR Committees
 Collecting and maintaining an archival database of filmmaker contact information in coordination with Programming

Chair and Artistic Directors
 Managing Filmmaker and Special Guests accommodations
 Providing swag bags, itineraries and other information for Filmmakers and Special Guests at arrival
 Providing transportation assistance throughout the Festival for Filmmakers and Special Guests as required
 Developing and implementing an emergency/contingency plan
 Ongoing recruitment and management of hospitality committee members
 Establishing hospitality goals
 Managing hospitality volunteers
 Reporting on the activities of the Hospitality Committee to Festival Producer /Board.
 Responsible for the scheduling of all Hospitality Committee meetings as necessary
 Attending board meetings as required

QUALIFICATIONS

 Prior hospitality management experience preferred
 Knowledge of local hospitality industry
 Proven ability to mange volunteers
 Ability to establish and maintain relationships with local hospitality establishments

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FUNDRAISING COMMITTEE CHAIR
JOB DESCRIPTION

OVERVIEW

The Fundraising Committee Chair is responsible for the direction and management of fundraising activities for the
Annapolis Film Festival. Fundraising chair is responsible for engaging the board in strategic dialogue and decision-
making regarding philanthropy and fund development. The Chair plays a strong role in identifying, cultivating, and ap-
proaching major donors. The chair is responsible for establishing fundraising sponsorships and giving levels, and benefits
associated with each giving level. The chair should also establish a nurturing and supportive atmosphere among festival
board, staff, and volunteers.

SCOPE AND RESPONSIBILITIES

 Working with board and committee members to develop the fundraising plan for the annual festival
 Devising the annual development plan and recommending results and benchmarks for action by the Board
 Developing policies, procedures, and schedules for Board involvement in fund-raising
 Assuring that the Board and individual Board members are adequately educated about the basic principles and best

practices in fund development, including: the design of a donor-centered organization, major gift and corporate so-
licitation, cultivation of prospective donors, and marketing
 Establishing the fundraising and sponsorship goals for the annual budget
 Evaluating the goals and objectives of the development committee on an annual basis
 Working with the Board to articulate the case for philanthropic support directed at specific audiences.
 Establishing and articulating benefits associated with all sponsorship and partnership levels
 Making personal donations, and encourages fellow Board members to do likewise. Promoting donations and full
participation of committee and board members
 Coordinating with the Special Events and Marketing committees on donor outreach, cultivation and marketing
efforts
 Coordinating with the Finance Committee to create timely donor reports
 Creating, tracking, and managing the donor and prospect lists
 Providing oversight of Donor acknowledgement program
 Managing Fundraising Committee volunteers
 Reporting on the activities of the Fundraising Committee to Executive Director/ Board
 Responsible for the scheduling and conducting of all Fundraising Committee meetings as necessary
 Attending board meetings as required

QUALIFICATIONS

 Prior fund-raising experience desired preferably in non-profit sector
 Prior experience in the management of volunteers
 Proficiency in database management
 Ability to establish obtainable goals and develop plans to ensure those goals are met

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PROGRAMMING COMMITTEE CHAIR
JOB DESCRIPTION

OVERVIEW

The Programming Committee Chair oversees the submission, screening, and selection of films prior to the festival and
handles all submitted film material. The chair is responsible for establishing a nurturing and supportive atmosphere
among festival board, staff, and volunteers.

SCOPE AND RESPONSIBILITIES

Pre-festival
 Setting up Without-a-box account for submissions
 Managing received films on Without-a-Box and alert filmmakers of receipt
 Managing committee's roles and film viewing privileges on Without-a-Box
 Responding to requests for Without-a-Box vouchers (overseas filmmakers)
 Providing information to promote films on Annapolis Film Festival website
 Reviewing films from Without-a-box and other sources, researching festival catalogs for potential films and re-

questing screeners from distributors
 Creating and maintaining a tracking sheet of all submitted and invited films
 Responsible for assuring that multiple copies of DVDs are created and labeled
 Managing the creation and structure of programming committee
 Scheduling and conducting programming committee meetings, bi-monthly and then weekly, or as required closer to

film finalizing deadline
 Organizing committee members viewing and review procedures
 Ensure timely viewing by all committee members of assigned material
 Assisting in the development of special focus areas and spotlight screenings
 Maintaining strong liaison relationship with AV/tech committee, Hospitality committee, and PR committee, Educa-

tion committee
 Assisting with film blocking and scheduling
 Writing catalog copy
 Managing complimentary ticketing requests for filmmakers in cooperation with Festival Producer
 Establishing and maintaining relationships with distributors
 Managing receipt of press material and uploading press material to Drop-box for group access
 Sending out email invitations, exhibition material and press material requests to filmmakers/distributors of selected

films

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 Negotiating screening fees
 Sending out rejection notices for rejected films
 Developing templates for screening contracts
 Assisting in inviting guest filmmakers/speakers/moderators in cooperation with Creative Directors and

Festival Producer
 Coordinating and sharing information on invited guest with hospitality committee to ensure that guest travel needs

are satisfied
 Managing collection of all completed screening Agreement contracts from filmmakers/distributors
 Managing payment of filmmakers through submitting payment requests to accounting and confirming that checks

have been mailed
 Watching all films to confirm that exhibition material is in flawless condition for playback at festival.
 Creating show flows for each film listing minute-to-minute schedule of speaking/film runtime, etc. and provide to

AV and moderators one week in advance of festival
 Reporting on the activities of the Programming Committee to Festival Producer/ Board.
 Responsible for the scheduling and conducting of all Programming Committee meetings as necessary
 Attending board meetings as required

During festival
 Managing the process of film introductions and Q & As during the festival

Post-festival
 Creating a DVD archive of all films screened
 Sending laurels and photos to filmmakers post festival
 Creating a post-festival wrap-up report

QUALIFICATIONS

 Prior festival programming experience is preferred
 Considerable knowledge of film and or the filmmaking process with experience in evaluating film
 Connection with the film and arts community
 Ability to manage festival volunteers
 Strong administrative skills and an attention to detail
 Ability to successfully navigate all necessary databases
 Ability to devote necessary time to accomplish required programming tasks

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SPECIAL EVENTS COMMITTEE CHAIR
JOB DESCRIPTION

OVERVIEW

The chair is responsible for establishing a nurturing and supportive atmosphere among festival board, staff, and volun-
teers.

SCOPE AND RESPONSIBILITIES

 Identifying both the Board Events (those leading up to the Festival), and the Festival Events (those taking place dur-
ing the Festival) in discussions with Board, obtaining full Board approval and support for each event as well as defin-
ing goals and budget for the event (s)

 Identifying chairs for each event and serve as a support to the chairs and as liaison between chairs and
Board of Directors

 For each Event, identifying purpose, timeline and outline of the event. Establish estimated budget with Board ap-
proval.

 Communicating with venue representative regarding logistics, overseeing decorations, food and beverage, invita-
tions and RSVP management, entertainment, staffing, and rentals (linens, tables etc.).

 Partnering with Fundraising for potential sponsors and donors for event.
 Reporting on the activities of the Special Events Committee to Festival Producer/ Board
 Responsible for the scheduling and conducting of all Special Events Committee meetings as necessary
 Attending board meetings as required

QUALIFICATIONS

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Bylaws

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Conflict of Interest Policy

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Conflict of Interest Policy Cont.

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