Festival Coordinator, Fundraising Event Guest Relations

The Festival Coordinator, Fundraising Event Guest Relations is charged with supporting the planning and execution of Sundance Institute’s premier fundraising gala during the Sundance Film Festival, as well as other key events.

Working closely under the direction of the Festival Manager, Logistics Fundraising Event this role serves as a key operational partner throughout the planning process and onsite execution. The position is responsible for coordinating guest communications and experience, supporting event logistics, maintaining project timelines, and serving as a liaison between internal stakeholders, the event venue, production agency, vendors, and volunteers to help ensure a seamless event from planning through execution.

• Supporting the Festival Manager in the planning and execution of Sundance Institute's annual fundraising gala and assigned Festival events.

• Coordinating guest communications, registration materials, seating information, dietary needs, and overall guest experience before and during the event.

• Serving as a primary point of contact for guest inquiries, responding promptly and professionally via phone and email.

• Maintaining guest records, tracking attendance, and supporting registration and check-in processes.

• Assisting with project management by tracking timelines, deliverables, meeting notes, and action items to help keep planning on schedule.

• Coordinating logistics with the event venue, production agency, caterer, and other vendors to support successful event execution.

• Preparing guest-facing materials, event collateral, volunteer communications, presentations, and other planning documents as assigned.

• Supporting volunteer coordination, including pre-event communications, training materials, and onsite assignments.

• Collaborating across Advancement, Event Operations, Production, and other internal teams to ensure accurate information sharing and a seamless guest experience.

• Providing onsite operational support during event load-in, execution, guest arrival, and strike, while helping resolve issues as they arise.

• Assisting with post-event wrap-up, including guest follow-up, reporting, and documentation.

• Assisting the Festival Events team with support at other festival events once the Fundraising event is complete.

• 2 years experience planning and executing events. Experience with fundraising events and galas preferred.

• Outstanding verbal, written, and interpersonal communication skills to work with a variety of people. Experience working with board members is preferred.

• Excellent organizational skills and with the ability to prioritize.

• Ability to maintain confidential information.

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

• Working knowledge of databases is preferred.

• Experience in managing large budgets and accounting is preferred.

• Legal authorization to work in the United States.

• Jump in quickly to support your colleagues and the team.

• Adapt to changing and developing circumstances and processes.

• Collaborate with the Events, Development, and Partnerships teams as well as with other departments.