Festival Coordinator, Events

The Festival Coordinator, Events is charged with assisting the Festival Associate Managers, Events with the planning and operational execution of assigned events during the Sundance Film Festival.

Working closely under the direction of Manager, Event Operations this role supports the Festival Associate Managers, Events and Sundance Institute’s commitment to providing a successful and positive in-person Festival experience for all artists and patrons..

• Coordinating and implementing logistical needs for assigned events.

• Building and editing event invitations using the Zkipster platform in collaboration with Marketing.

• Assisting event hosts with guest list curation, invitation copywriting, and communication timelines.

• Assisting with the development of event programs, including draft run of shows and program remarks.

• Monitoring expenses for assigned events and assisting the Manager, Event Operations with overall department budget tracking.

• Assist the Festival Associate Managers in maintaining ongoing, timely communication with venue managers, vendors, and the Festival Operations team regarding event logistics.

• Supporting the Event Department with various projects and assisting team members with event execution tasks.

• Working with Marketing to traffic event collateral, including organizing design feedback, routing approvals, and ordering materials on behalf of the Events Team

• Helping gather and organize event data, including banquet event orders (BEOs), evaluation sheets, alcohol tracking, and RSVP data.

• Assisting with on-site event management to ensure successful delivery.

• Coordinating volunteer and staff support schedules for each event, working with the Volunteer Department to track coverage, and answering volunteer inquiries.

• Securing necessary permits, tracking equipment rental orders, organizing signage placement, and ensuring equipment is delivered and returned on time.

• Relaying updates on schedules and logistical needs regarding signage, sponsor activations, photography, and guest transportation.

• Assisting the completion of a comprehensive written wrap report at the conclusion of the Festival.

• Supporting Event Department operations, Manager, Event Operations, and Associate Director, Event Operations as assigned.

• Legal authorization to work in the United States.

• 1–2 years of experience coordinating or assisting with events.

• Outstanding verbal, written, and interpersonal communication skills to work with a variety of people.

• Strong customer support skills, including the ability to mitigate conflict and facilitate positive customer relations.

• Excellent organizational skills, attention to detail, and the ability to multitask.

• Ability to maintain confidential information.

• Working knowledge of Airtable, Google Workspace, including Google Drive, Google Docs, Google Sheets, and Google Calendar.

• Familiarity with online events using Zoom Webinar or an equivalent platform.

• Show initiative and jump in quickly to support the team and proactively assist in the planning of events.

• Stay adaptable to changing circumstances, developing processes, and shifting priorities.

• Collaborate Daily: Communicate clearly and work collaboratively within the Events team and with external departments.

• Have great interpersonal and customer service skills.

• Support the Vision: Assist in delivering high-quality digital and in-person experiences that align with the overall 2027 Sundance Film Festival vision.