Hospitality Coordinator

This is a Full Time Job

POSITION: Hospitality Coordinator
HIRE DATES: ASAP - November 15
WORK HOURS: Temporary. Monday thru Friday, will require full-time and additional hours on weekends and in the weeks leading up to and during the Festival. In-Person. No remote opportunities available. Local applicants are preferred.
REPORTS TO: Development Director & Executive Director
COMPENSATION: $10,000 total

JOB DESCRIPTION: Highly organized planner to coordinate all details of festival parties and development events. This includes but is not limited to: securing venues, renting equipment, setting up and breaking down of each venue, being the main point of contact between the Austin Film Festival and the venues, helping the Sponsorship Director coordinate details to help fulfill sponsorship obligations, etc.

ENVIRONMENT: While working for this critically recognized organization, applicants are expected to be able to work efficiently and professionally in a fast-paced, team-oriented production environment. In such an environment, the ability to work well under pressure, excellent communication skills and intense organizational skills are a must.

RESONSIBILITIES: The responsibilities of the Hospitality Coordinator include but are not limited to:
Festival Parties
• Acting as the main point of contact to all venues; relaying details of the event, giving alcohol orders, making sure everything is taken care of prior to the party
• Helping the Sponsorship Director fulfill any sponsorship obligations; setting up all sponsorship material
• Ordering and organizing the entire BBQ event, including securing rentals, set up and breakdown, and doing the final walk through with the venue contact
• Giving the Volunteer department all your party needs and directing the volunteers the night of the party
• Corresponding with all vendors about the details of the parties they are involved which could include photography, DJs, caterers, venues, rental companies, etc.
• Arriving early to all parties to help set up and communicate with all vendors, volunteers, and AFF staff
• Working with Executive Dept. on the Awards Luncheon and supporting when needed

Film & Food Fundraising Party:

EVENT GOAL: $90,000 gross income

• Work with AFF team to strategize; lead marketing initiatives and outreach strategy for individual ticket sales, sponsorships, and all income sources
• Manage event budget and update strategy toward event goal
• Oversee the Film & Food Committee Meetings and provide all details to the committee members, included but not limited to running meetings (agendas and minutes), rallying committee members to assist in sponsorship sales, securing of Silent Auction and experiential Live Auction items, day of set-up assignments, as well as following up with committee tasks and wrap report
• Guiding Auction needs, and with the assistance of Development Ad Sales Coordinator, collecting all the donations, creating the packages, creating templates for silent auction bid sheets, etc.
• Planning and providing to the Volunteer Coordinator all your volunteer staffing needs for the Party
• Working with the Development Director to fulfill any sponsorship obligations
• Arriving early at the event venue to oversee day-of set up with Development Ad Sales coordinator, including restaurants, sponsors, auction items, committee members, and volunteers, and then oversee load-out after event is over
• Providing the final guest list, sending out tickets, and controlling the check-in table/walk-up sales In General:
• Submitting Weekly Status Reports to Sponsorship Director and Executive Director
• Starting in September have bi-weekly meetings then in October weekly meetings with Sponsorship Director and/or Executive Director
• Providing exemplary customer service
• Providing wrap up and completion materials (in early November)

In General:
• Keeping track of the budget and working with Executive Director to complete the final numbers on all parties
• Work with the Sponsorship Director, Executive Director, and Bookkeeper to make sure the alcohol reimbursements are correct and get sent out promptly
• Create weekly status reports and attend Staff meetings
• Adhere to and complete a predetermined timeline
• Provide exemplary customer service via phone, email and in person
• Create wrap up report and provide completion materials, including but not limited to updating Development Events Coordinator training materials
• Commitment to the AFF Mission Statement

QUALIFICATIONS:
• Past experience in organizing events - Event Portfolio encouraged
• A self-motivated, self-starter adept at juggling multiple projects & problem solving
• Creativity and extreme organizational skills
• Strong written and verbal communication skills, attention to detail and good follow-through, able to work independently and still communicate with a team
• Experience in working with an event committee
• Ability to prioritize and delegate in high stress, high volume situations; works well under pressure
• Extensive customer service experience
• Must have a car
• Must be able to lift at least 40 lbs.
• Microsoft Office skills required
• Bachelor's Degree preferred
• Must be available for the Film & Food Fundraising Party, October 28, 2026
and the Austin Film Festival, October 29 - November 5, 2026