S) Seasonal Planner

Job Purpose

SXSW is seeking a Seasonal Planner who will play a vital role in the successful execution of SXSW conferences and festivals by coordinating detailed event logistics across departments, venues, and vendors. With strong attention to detail, proactive problem-solving, and effective collaboration, the Seasonal Planner ensures smooth planning and delivery of high-quality event experiences.

Responsibilities include, but are not limited to:

• Schedule and track venue rooms for conference sessions and events to ensure accurate use of space across multiple locations.
• Design and maintain floor plans for sessions, lounges, work spaces, and other event areas, tailored to programming and logistical needs.
• Budget and order event services and supplies, including audio-visual equipment, lighting, furniture, carpet, drape, and food and beverage, according to venue specifications.
• Proofread and coordinate signage orders, and assist with on-site signage placement and enforcement of signage guidelines.
• Schedule security and event staff, and provide on-site supervision to ensure the smooth execution of events.
• Build and maintain working relationships with vendors, suppliers, and facilities to support planning needs and operational consistency.
• Recruit, onboard, and train planning department interns before and during the event season to support department operations.
• Provide ongoing logistical support to Planning Department team members throughout the planning and execution phases of events.

• Serve as the primary on-site contact for designated venues, overseeing all logistical operations to ensure events run smoothly and according to plan.
• Coordinate vendor, exhibitor, client, and staff load-ins and load-outs to support timely and accurate setup and breakdown at official SXSW venues.
• Verify room setups and turnovers by reviewing Banquet Event Orders (BEOs), confirming furniture arrangements, and conducting daily walk-throughs to ensure compliance with event requirements.
• Monitor general venue security and address operational needs in collaboration with security teams and venue staff.
• Track and support food and beverage service, loading dock activity, and equipment deliveries in coordination with vendors and venue management.
• Oversee and document Affiliate Activities to ensure they align with pre-approved guidelines and report non-sanctioned or guerrilla activations.
• Remain on-call during evenings and nights to support, monitor, and troubleshoot post-6 p.m. activities, including parties, award shows, festival events, and communications centers.
• Supervise changeovers of event spaces, including exhibit halls and conference rooms, to maintain schedule integrity and operational flow.

Qualifications include:

• Bachelor's degree in a relevant field or three (3) years of experience planning medium-to-large conferences, trade shows, and festivals
• Knowledge of best practices for convention, trade show, and festival production
• Ability to work and communicate well under pressure
• Proficiency with Social Tables (or similar) event diagramming software
• Proficiency with standard business software (Microsoft Office Suite) and (Google Suite, Slack, Air Table)
• Ability to communicate effectively with clients, vendors, and colleagues
• Developed time management and organizational skills, and the ability to lead various-sized meetings

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully:

• Prolonged periods of sitting or standing at a desk and working on a computer.
• Ability to lift up to 30 pounds occasionally, as needed.
• Operation of standard office equipment, including computers, phones, and printers.
• May require occasional bending, reaching, kneeling, or climbing stairs.
• Ability to work outdoors, including exposure to varying temperatures or noise levels.
• High-stress position in a high-stress environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position is full-time and located in Austin, Texas. Core business office hours are from 10:00 a.m. to 6:00 p.m., Monday through Friday. You must be available to work additional hours from January through March, including evenings and weekends. You must also be available for the March event, which will have extended working hours on-site.