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Hospitality Coordinator (Austin Film Festival)

  • Project Type: Industry
  • Pay Status: Paid
  • Production Company / Studio: Austin Film Festival
  • Location: Austin, TX
  • Start Date: Monday, August 31, 2026
  • Wrap Date: Sunday, November 15, 2026

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

 

ABOUT US: Austin Film Festival (AFF) furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film, television, theatre, and new media to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation and encouraging long lasting community partnerships. The Austin Film Festival is a not-for-profit 501c3 corporation.

 

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

 

HOW TO APPLY:

•           Complete application via http://bit.ly/affjobs

•           Submit a cover letter

•           Submit a current résumé

•           Provide at least three references

Submit resumes to: http://bit.ly/affjobs

As with any workplace, the film and television industries can present a wide range of potential occupational health and safety hazards to workers. The Texas Film Commission expects all productions, regardless of budget to employ best practices such as establishing a workplace harassment prevention policy as well as maintaining overall industry safety standards in order to encourage and accomplish safety on set. Please visit the Safety On Set page for additional industry safety resources as well as information about employee rights and laws in Texas.

Project posted August 19, 2026