Late nights, frantic phone calls with LA publicists, scheduling changes, celebrity egos: while you’ve been planning your outfits and casually perusing the programming guide, these women have been moving a mile a minute making shit happen in time for TIFF Festival 2013. You’ll spot them on the street—they’ll be the ones racing down a red carpet with blisters, clutching Red Bulls, their necks tangled in lanyards.  Not going to lie, it’s sometimes scary and you need a tough skin to survive. Consider this your insight into the festival matrix. Duh-duh-duh…

Hali Hamilton Manager, Programme Services, TIFF

What preparation happens before TIFF? What are you working on now?

Preparation for TIFF starts right after the Festival ends. The second it’s over, we’re working on making those eleven days better for next year. 

My team first works on submissions, which open in February. As those 4,800 are whittled down to the final 370 titles by our incredible programmers, we start reaching out to sales agents, distributors, producers, and directors to collect film stills, trailers, director images, and other publicity materials for our website and mammoth programme book.

Once the book is done, I listen to some Robyn and have a quick office dance party for one, then shift my focus to what I’m currently working on, which is managing our Private Screenings initiative for sales agents.

What is your most memorable celebrity moment?

It was 2011 and I was alone in a hallway in TIFF Bell Lightbox between press conferences. Suddenly the cast of The Ides of March rounded the corner and it was like the intro walking scene from Reservoir Dogs. Paul Giamatti, Philip Seymour Hoffman, Evan Rachel Wood, Marisa Tomei, Jeffrey Wright, George Clooney, and Ryan Gosling. George said, “Hey,” and I tried, unsuccessfully, to play it cool.

Or the time Uma Thurman told me my skirt was tucked into my underwear at a party. 2011 was a year of the highest highs and lowest lows for me.

Which three films are you most excited for this year?

MARY QUEEN OF SCOTS. Elizabeth’s history has always taken centre stage in film, so I’m excited to see a richly cinematic take on the life (and death) of her less-famous cousin.

ONLY LOVERS LEFT ALIVE. Jim Jarmusch’s Dead Man is high on the list of reasons that I decided to pursue a career in film, and word on the street post-Cannes is that Only Lovers Left Alive is as good. 

UNDER THE SKIN. Jonathan Glazer’s directing résumé includes some of the best music videos of the ’90s, and his film credits (Sexy Beast, Birth) are both incredible examples of dark, gutsy filmmaking. He hasn’t made a film since 2004, so I’m dying to see what he’s been up to.

What does a typical work day during TIFF look like for you?

Wake up, shake off the cobwebs from the night before, get dressed. Run between meetings with sales agents and facilitating their screenings for buyers. Forget lunch. Handle updates from film stakeholders for our website. More meetings, screenings. Dinner with friends in town for TIFF. Hopefully a film and a cocktail. Rinse and repeat.

What are must-haves in your purse?

My phone and charger, at least two lipsticks, a pen, business cards, and gum.

What’s your mantra for when shit hits the fan?

We’re the friendly festival for a reason, so remember that you catch more flies with honey than vinegar.

What TIFF moments do you love most? The ones that make you proud or excited?

Oscar season is hugely rewarding. I’ll never forget Helen Bonham Carter being interviewed on the red carpet before The King’s Speech took home the Oscar for Best Picture, saying she knew the film was special after its world premiere at TIFF.

Jen Rashwan Manager of Publicity and Promotions at Touchwood PR

What preparation happens before TIFF? What are you working on now?

Lots and lots of prep. Right now I’m working on scheduling interviews for the films I will be point on, which includes DON JON and HORNS. I need to get those schedules and outlets signed off on by talent reps and then confirm all the interviews with press and start booking cars, groomers, etc. Then about a day before the press day, everything will change (because it always does) and adjustments will have to be made, new confirmations sent out, all that jazz. People don’t realize just how much planning goes into this festival—we literally plan every minute of the actor, actress or filmmaker’s day from the moment they touch down in Toronto to the moment they leave.

What is your most memorable celebrity moment?

The best celeb moments at TIFF for me is when I get to work with someone who takes me back in time. Suddenly I’m a kid again watching a movie with my parents, jokes flying way over my pigtails. The most memorable and definitely the trippiest was when I worked a full day with Dustin Hoffman last TIFF, when he was in for a film he directed called QUARTET. The whole time I couldn’t stop thinking how surreal it was. It took every ounce of self control not to ask him to say, “I’m an excellent driver.” Then it got even more awesome when my co-workers at the time and I also noticed that since Maggie Smith was also in town for the film. You know what that means, right? It was aHOOK reunion. Total mind blow! Man, I LOVED that movie. Bangarang.

Which three films are you most excited for this year?

I’m excited about one of the film’s we’re handling called SIDDHARTH by Canadian director Richie Mehta. The buzz on it is pretty great, and Richie is just one of those guys you want to see do really well because he’s such a lovely person. 

The trailer for DALLAS BUYERS CLUB gave me chills. Another one of ours through Remstar Films. Jean Marc-Vallee is another Canadian director who is just so damn talented. Matthew McConaughey is on a serious roll right now, too! 

Okay, the Terry Gilliam film THE ZERO THEOREM looks like the perfect kind of weird. Totally my bag. I would honestly watch Christoph Waltz untangle Christmas lights. 

What’s your mantra for when shit hits the fan?

Keeping everything in perspective is key. When things seem really bad or I’m on the verge of catching the next F-THAT train to NOPEsville, I try to remember that I’m working in entertainment and not life or death situations. I’m not going to war, I’m not running into burning buildings, and I’m not operating on someone’s child…I’m handling a movie, my day will end, no one will die, and I will return to my human form on September 17. Hopefully.

What TIFF moments do you love most? The ones that make you proud or excited?

The best part about TIFF for me is the bonding experience you get to have with your team. The biggest, gut-busting laughs, the best stories and the most “did that actually just happen?” moments have come out of the festival.

Words of advice for newbies?

RUN. No, I’m totally kidding. My advice is to remember that no matter how prepared you think you are (and it’s always good to be prepared), almost nothing will go according to plan. Don’t get thrown off when things go sideways, because they 100 percent will. Rather than getting consumed by the problem itself, just go straight to figuring out the solution. You will get no better on-the-job training than at TIFF, and when it’s all over you’ll feel the most amazing sense of accomplishment.

Zoe Shapiro Marketing Manager, Drake Hotel Properties

What preparation happens before TIFF? What are you working on now?

In Marketing, everything happens before the festival actually starts. We come up with a campaign theme and creative concept, write copy, design all the collateral items, write press releases, make a social media calendar, help plan experiential events, book photographers, buy advertising, schedule interviews, etc. Oh, and sample the cocktails on our devoted TIFF list. That’s an important one.

Which three films are you most excited for this year?

Jason Reitman’s Live Read—not a film, but an event as part of the festival. He’s famous for staging these live script readings and recasting incredible actors in roles from The Princess Bride and Reservoir Dogs. It’ll be exciting to see what he’s planning for Toronto; there will be enough famous faces in town!

MIDWAY. An ecological documentary about the bird population of a remote island. The trailer looks beautiful. 

ATTILA MARCEL. I have a good gut feeling about this one. It’s supposed to be a quirky French film, and the first live action movie from the director of The Triplets of Belleville.

What are must-haves in your purse?

My dogwalker’s phone number on speed dial, in case I can’t make it home, and the items to go from day to night in a hurry: eyeliner and heels.

What’s your mantra for when shit hits the fan?

If possible, I take an eight minute walk around the block with some seriously fucking peaceful music in my earphones. You can spare eight minutes, even when you think you can’t, and the time investment is worth lowering your heart rate for. Then you dive back in with a positive attitude.

Words of advice for newbies?

Enjoy it! TIFF is a really amazing cultural event that takes place right on our doorsteps. Whether you’re a movie nerd, a proud Torontonian, or a determined celeb spotter, there are a lot of reasons to celebrate or take part. It’s the same as a championship playoff game or a citywide holiday. You don’t need to be at the epicenter to experience it; the excitement travels. Grab some friends and go somewhere where you feel the buzz around town and don’t need to try bullshit your way onto a guest list.

Ashley Botting Mavericks & Doc Conference Coordinator, TIFF

What is your most memorable celebrity moment?

I was working at Roy Thomson Hall a few years ago. Brangelina was in the house. Angelina’s security guard asked me to go backstage and make sure to tell Brad that “Angie was staying in the green room.”  Angie? Was I supposed to call her Angie? I started to sweat profusely. So I touched Brad Pitt’s arm—his upper arm—and said, “Brad? Uh, Angie? Wants you to know she’ll be waiting for you in the green room.”  He said something back, but between the headset I was wearing and his movie star drawl, I had to ask him to repeat himself three times. He just wanted me to tell her he’d see her back there soon.

And there’s also the time I stepped on Oprah’s dress.

Which three films are you most excited for this year?

CAN A SONG SAVE YOUR LIFE? Adam Levine acting? Kiera Knightley singing? Made by the guy who made Once? How can you go wrong? 

HATESHIP LOVESHIP. SNL babe/amazing actor/tour de force Kristen Wiig stars in a film full of “twists and turns that belie expectation.” AAAAND it’s all based on a short story by Canadian icon Alice Munro. Sold!

FINDING VIVIAN MAIER. A documentary about a career nanny who died in 2009 at age 83 with no husband, kids, or family to speak of. Turns out, when she wasn’t looking after other people’s kids, she was “one of America’s more insightful street photographers,” according to The New York Times. But nobody knew it until after she died. Oooooo. Spooky.

What does a typical work day during TIFF look like for you?

Long, and fuelled mostly by muffins and Fuzzy Peaches.

What are must-haves in your purse?

My personal iPhone, my TIFF Blackberry, and a lipstick bright enough to distract from the bags under my eyes. 

What’s your mantra for when shit hits the fan?

It’s just a movie, it’s not real life…It’s just a movie, it’s not real life….

What TIFF moments do you love most? The ones that make you proud or excited?

I love the question and answer periods after screenings where the filmmaker and cast get to connect with the audience who just saw it. It’s a rare thing to applaud the people who made the movie you just saw. 

Words of advice for newbies?

You’ll regret those stilettos in about six minutes, and you’ve got 12 hours and nine days to go until the end of the festival. 

Kristin Wayne Makeup artist

What preparation happens before TIFF? What are you working on now?

I am between seasons on the series Orphan Black, we wrapped season one in the early spring and go back for our second season this September. I’m currently in New York for a shoot with Target Beauty for Phillip Lim’s new line.

My TIFF prep is pretty much just touching base with publicists and other clients & contacts of mine. Besides that its really just sitting back and waiting for the call.  Once booked, I’ll make sure to have my kit stocked with the red carpet essentials (LASHES!).

Which three films are you most excited for this year?

I’m really looking forward to seeing DON JON, THE FIFTH ESTATE, and THE ANIMAL PROJECT.

What does a typical work day during TIFF look like for you?

A typical day at TIFF involves running around the city to my clients.  Whether that’s bouncing around the Hyatt or going to their homes, it’s just me and my kit on the move. I’m a mobile unit, always schlepping across Toronto.

What are must-haves in your purse?

My purse is pretty standard: wallet, cellphone, headphones, etc. However, I’m always packing a few makeup must-haves: concealer, black pencil eyeliner, and lip balm/stick. I need touch-ups, too!

What TIFF moments do you love most? The ones that make you proud or excited?

The greatest TIFF moments obviously include those you have a personal attachment to. Seeing a makeup job you did on the red carpet, or a film you worked on premiering—those are the best moments.

Cara Gee Actress, EMPIRE OF DIRT

What is your most memorable celebrity moment?

Definitely hanging out with Woody Harrelson.

Which three films are you most excited for this year?

THE F-WORD, THE ANIMAL PROJECT, and TOM A LA FERME (the films of my Rising Star crew). And EMPIRE OF DIRT. And GABRIELLE—the trailer alone for that one makes me cry. I couldn’t pick just three, there are so many!

What does a typical work day during TIFF look like for you?

We just received our schedules and it’s wild. Meetings all day, watch some films, events until midnight, be in hair and make-up next morning at 5am. It will be like being in University again, but uh, a bit more glam.

What’s your mantra for when shit hits the fan?

OH SHIT—I NEED A MANTRA?

What TIFF moments do you love most? The ones that make you proud or excited?

So far I’m just psyched that our film is a part of this incredible festival. I’m looking forward to having my family and friends see EMPIRE OF DIRT. And I’m REALLY looking forward to seeing Shay, the young lady who plays my daughter in the film. She’s rad and I miss her a lot. 

Words of advice for newbies?

Find a way of working that works for you. Take your training and make it your own. Work hard. And then work harder. Know your lines.

Blaire Borins PR Coordinator, Holt Renfrew

What preparation happens before TIFF? What are you working on now?

Holt Renfrew will be hosting Variety Magazine at the Bloor Street location again this year for its interview studio during TIFF. It’s exciting for us to get some of the biggest Hollywood names into our store. In the past, celebs such as Johnny Deep, Colin Firth, Naomi Watts, Ewan Mcgregor, Rachel McAdams, and Adrian Grenier have come through. Many notable actors and directors are expected again this year.

What is your most memorable celebrity moment?

Last year at TIFF when Bill Murray ran away from Kevin Naulls and I on the Soho House dance floor—at lightning speed.  

Which three films are you most excited for this year?

THE DIRECTOR, AUGUST: OSAGE COUNTY, and HATESHIP LOVESHIP.

What does a typical work day during TIFF look like for you?

No one day is like the next, but it’s a crazy time with ongoing TIFF related media segments and press requests, Variety Studio interview lounge, non-festival related work that’s still on deadline, and industry events.

What’s your mantra for when shit hits the fan?

Smiling outside but crying inside.

What TIFF moments do you love most? The ones that make you proud or excited?

TIFF is an exceptionally vibrant time for the city, and I love that it’s a public festival, platforming both local and international film talent. Some of the best movies of the year premiere here, and Torontonians get first dibs! The summer is just tapering off so the streets are still busy, it’s warm enough to sit on a patio, and there exists a chance of running into George Clooney at Starbucks.

Words of advice for newbies?

Sleep in October.

Ashley Botting with George Clooney