(S) Seasonal Planner

SXSW; Austin (TX); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Company-Subsidized Medical Plans

Paid Time Off

401K

Job summary

SXSW is seeking a Seasonal Planner in Austin, TX to coordinate detailed event logistics across venues and departments for flagship conferences and festivals. You will design floor plans, track venue usage, and manage budgets and vendors to ensure high-quality experiences.

The role requires a Bachelor's degree (or 3 years in similar planning), strong communication, and proficiency with event diagramming tools and MS Office/Google applications.

Qualifications

• Bachelor's degree or 3 years of experience in 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, AirTable).
• Ability to communicate effectively with clients, vendors, and colleagues.
• Developed time management and organizational skills, and the ability to lead various-sized meetings.

Responsibilities

• 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, workspaces, 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.

Education

Bachelor's degree in a relevant field

3 years of experience in planning medium-to-large conferences, trade shows, and festivals

Tools

Social Tables

Microsoft Office Suite

Google Workspace

Slack

Airtable

Job description

SXSW dedicates itself to helping creative people achieve their goals. Founded in 1987 in Austin, Texas, SXSW is best known for its conference and festivals that celebrate the convergence of the interactive, film, and music industries.

SXSW is committed to the discovery and development of diverse talent. We believe that when creative people express their individuality, it births new ideas, challenges bias, signals inclusion, promotes diversity and awakens a culture rooted in belonging.

SXSW is responsible for providing a space for creatives to thrive by bringing their unique personalities to the table to create an unprecedented culture unlike any other. We are intentional about building an environment more representative of the communities we serve because it creates a stronger and more creative workplace proven to deliver the best results.

SXSW is committed to the discovery and development of diverse talent. We believe that when creative people express their individuality, it births new ideas, challenges bias, signals inclusion, promotes diversity and awakens a culture rooted in belonging.

SXSW is responsible for providing a space for creatives to thrive by bringing their unique personalities to the table to create an unprecedented culture unlike any other. We are intentional about building an environment more representative of the communities we serve because it creates a stronger and more creative workplace proven to deliver the best results.

Diversity: The presence of differences that represent society at all levels.

Increasing diversity means we decrease conformity, while leading to more engagement, innovation and creativity.

Equity: Our commitment to eliminate barriers and ensure opportunities for everyone.
Increasing equity ensures impartiality and fairness for all communities. We pledge to remove structural inequities in the employee life cycle, build policies that ensure accessibility for all, and take continual steps to confront bias in decision making.

Inclusion: The actions taken to be sure everyone feels invited, embraced, and valued.
Increasing inclusion affirms that our SXSW community feels a shared belonging, respected, and valued with equitable opportunities to contribute their individuality to the organization and advance their skill sets and careers.

Culture and Values

Our Culture

Curious
Our staff’s deep interests and creative passions are often reflected in their work. We thrive in an open-minded environment, where we believe in continuously exploring new ideas, knowledge, and skills.

Independent
SXSW is authentic and unlike any other experiences, and we celebrate its originality. We like to figure things out, and we value independent thinking to solve problems and fuel innovation, creativity, and growth.

Inclusive
We celebrate the unique identities, contributions, perspectives, and lived experiences of the SXSW community. By cultivating an inclusive environment, we unlock a wealth of talent and create a vibrant experience where everyone can succeed.

Adaptable
Our business is never static. We are resilient, we find ways to adjust, and we embrace the dynamic, ever-changing nature of our world.

Hard-working
We embrace challenges and have high expectations. We are passionate and dedicated to doing what it takes to deliver a stellar SXSW experience.

Collaborative
We believe that collaboration brings about remarkable results. We value teamwork and seek diverse perspectives to support the success of creative people.

Our Values

Creativity
We foster discovery and shine a light on artists and innovators whose work is fresh, non-obvious, and pushes boundaries. We believe original thinking drives visionary problem solving and positive change.

Community
We recognize the power of human connections and shared experiences—from within our SXSW team and participants from around the world—to help fulfill our purpose. By fostering a sense of belonging, we can unleash potential that contributes to the progress of creative people everywhere.

Individuality
We celebrate self-expression and value each other’s differences and unique perspectives. We believe that embracing individuality means creating an inclusive and supportive experience for all.

Human Potential
We view what’s ahead as a big opportunity. We advance the ideas and accomplishments of forward thinkers and believe in the power of humans to do the impossible to create a better future.

Company Perks & Applicant Questions

Company Perks

We offer acompetitive benefits packageto all regular, full time staff that includes but is not limited to:

• Company-Subsidized Medical Plans
• Employer Paid Life Insurance
• Employer Contributions to a Health Savings Account (HSA)
• Optional Discounted Vision Plan
• Short and Long Term Disability
• Paid Time Off
• Paid Holidays
• 401K
• Unique and Collaborative Work Environment

Internships

At SXSW, we take pride in offering internships that are comprehensive learning experiences. Our interns are an integral part of a team that produces a world-class international event. We offer opportunities in Brand & Marketing, Innovation, the Music and Film Festivals, Conference Programming, and more.

As a SXSW intern, you can expect to:

• Explore your chosen industry and learn how it interacts with other disciplines
• Network, making professional connections inside and outside the company
• Expand your portfolio and resume, putting your efforts on display to a discerning global audience
• Develop and prove your professional skills alongside supportive, invested colleagues and mentors
• Experience the whole of the SXSW Conference and Festivals, as both an intern and an attendee with complimentary access

“As an intern, the management team really opens you up to be a part of the culture” –Glassdoor Review

“Great opportunity to look inside what makes one of the world’s largest festivals.” –Glassdoor Review

Note: All internships paid at $12/hr. Enrollment in a college or university is required to be considered for an internship.

Volunteering for SXSW is a great way to meet new people, showcase SXSW and Austin to our global community, and earn great perks to attend SXSW or SXSW EDU!

Learn more about badge types and how you can earn the opportunity to attend SXSW atsxsw.com/volunteer .

Explore available positions and submit your resume. If there are no positions listed below, please check back for updates.

Position:(S) Seasonal Planner

Location: Austin, TX

Job Id:285

# of Openings:2

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.

Duties & Responsibilities
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, workspaces, 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.

On-Site Event Responsibilities

• 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 & Skills
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, AirTable)
• Ability to communicate effectively with clients, vendors, and colleagues
• Developed time management and organizational skills, and the ability to lead various-sized meetings

Physical Requirements
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.

Work Location & Schedule
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.