Job Purpose
The SXSW Planner is a detail-oriented and proactive individual who works cooperatively under the SXSW Logistics Department, within the SXSW Planning Department, and with other departments, suppliers, and venues to produce logistical elements for the SXSW conferences and trade shows. Attention to detail and an ability to problem-solve are essential attributes.
Duties & Responsibilities
Responsibilities include, but are not limited to:
- Oversee all planning, logistics, and on-site production aspects for designated conference, exhibition, or festival venues, ensuring seamless execution from pre-planning through load-out.
- Lead and assist in negotiating contracts for essential services, including venues, hotels, audio/visual and lighting vendors, decorators, transportation providers, and security personnel.
- Design and manage detailed venue layouts and floor plans, handle room allocation and scheduling for sessions, lounges, workspaces, and ensure timely tracking of all space usage.
- Develop and manage budgets for venue-specific needs, including A/V, event décor (furniture, draping, carpeting), food & beverage, and oversee vendor orders and on-site setup.
- Serve as the main point of contact between the Planning team and other departments (e.g., Marketing, Legal, Digital Content), aligning cross-departmental needs and timelines.
- Coordinate production and proofreading of all event signage and banners; oversee placement and enforce compliance with branding and signage guidelines on site.
- Plan staffing and security coverage, assign personnel to key areas, and coordinate schedules to support event flow and crowd management.
- Maintain relationships with vendors and partners to ensure contract compliance and quality standards, audit and process vendor invoices, update digital event content, and assist in recruiting and training planning interns.
On-site Responsibilities
- Oversee and coordinate all onsite logistics at designated venues as the primary point of contact, ensuring seamless daily operations.
- Manage venue security by distributing keys, controlling room access, coordinating ingress/egress, and securing entry points.
- Confirm room setups, execute room flips, review BEOs and F&B orders, schedule dock usage, and conduct daily walk-throughs.
- Monitor Affiliate Functions for contractual compliance and identify unauthorized guerrilla activations for appropriate follow-up.
- Coordinate and supervise vendor, exhibitor, client, and staff load-ins and load-outs at official SXSW venues.
- Support and monitor evening and overnight operations, including parties, award shows, festivals, and venue changeovers, remaining on-call as needed.
Qualifications & Skills
- Bachelor’s degree in relevant field and/or three (3) years’ experience planning medium-to-large conferences, trade shows, and festivals
- Knowledge of best practices for convention, trade show, event, and festival production
- Ability to work and communicate well under pressure, both internally and externally
- Proficiency with Social Tables (or similar) event diagramming software
- Proficiency with everyday business and communication software (Microsoft Office Suite) and apps (Google Docs/Sheets/Slides, Slack, Basecamp, AirTable)
- Ability to write, edit, and communicate effectively with clients, vendors, and colleagues
- Experience with presentation drawing software
- Developed time management and organizational skills and the ability to lead various-sized meetings
Physical Requirements
SXSW Planner is a high-stress position in a high-stress environment. This position requires extensive physical activity during events due to managing and monitoring multiple locations throughout the day and night, and the need to position, lift, or move equipment or furnishings as required.
Work Location & Schedule
SXSW Planner is a full-time, office-based position located in Austin, Texas. SXSW’s office hours are Monday-Friday, 10 am—6 pm. Due to the nature of the industry, actual hours will be long and irregular during peak season. January, February, and March are especially time-intensive, including evenings and weekends.
