Festival Coordinator, Events Venue

The Festival Coordinator, Event Venue is charged with assisting in the planning, preparation, and operational execution of the official event venue of the Sundance Film Festival. This position will help delegate to full time festival venue volunteers. Additionally, this position will organize and support assigned events during the Festival.

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

• Acting as a liaison and assisting with communication between venue owners, managers, vendors, contractors, and staff, including attending pre-Festival venue meetings.

• Helping the Festival Manager, Event Venue track spatial layouts, electrical needs, internet setups, security plans, and evacuation routes for main buildings and tent structures.

• Supporting the execution of the venue’s look and feel in alignment with the Festival Manager, Event Venue and Manager, Event Operations.

• Supporting the Festival Manager, Event Venue by tracking equipment orders and assisting with the timeline execution for venue move-in, set-up, and tear-down.

• Conducting budget and expense tracking, helping monitor venue-specific expenses and organizing receipts to support the Festival Manager, Event Venue and Manager, Event Operations.

• Gathering details to help develop final event plans for management approval.

• Providing hands-on assistance with final event touches, vendor placement, and physical setups from load-in through tear-down.

• Supporting the Beverage Associate Manager with beverage deliveries, inventory, and venue logistics as needed.

• Monitoring venue spaces during active events and assisting with the daily coordination of seasonal volunteers and staff.

• Observing building entrances, maintaining accurate attendance tallies, and collaborating with venue staff to facilitate orderly and secure crowd flow.

• Ensuring spaces remain orderly and operational, including performing minor cleaning duties or clearing snow when necessary.

• Assisting the Corporate team and sponsors with navigating venue layouts and activation structures.

• Participating in post-Festival venue walk-throughs with owners to document site conditions and property returns.

• Drafting sections of the post-Festival wrap report regarding venue operations.

• Supporting general Event Department operations and leadership team members as assigned.

• 1-2 years of experience coordinating events, production logistics, or assisting with venue operations.

• Outstanding verbal, written, and interpersonal communication skills to work with high-level donors, artists, and guests.

• Strong customer support skills and the ability to maintain calm in stressful situations.

• Excellent organizational skills, intense attention to detail, and a proclivity for working as a member of a team.

• Working knowledge of Airtable and Google Workspace (Gmail, Drive, Docs, Sheets, Calendar).

• Ability to maintain strict discretion and professionalism regarding attendee information and restricted sponsor assets.

• Ability to move and lift items that weigh 50-75 lbs chest high

• Legal authorization to work in the United States.

• Jump in quickly to support the Venue Manager and proactively assist in venue logistics.

• Adapt flexibly to changing circumstances, live event variables, and irregular event shifts.

• Communicate clearly and work collaboratively across the Events, Partnerships, and Technical teams.

• Deliver excellent customer service and remain composed in stressful situations with high-level guests.

• Balance physical setup demands with meticulous equipment tracking and inventory management.