Guest Experience Coordinator

  • Out On Screen
  • Administration
    • Full Time | 
    • Contract/Temporary
    • Seasonal
  • 201-211 E Georgia St Vancouver, Vancouver
  • 1 position available
  • Accessible Employer: Yes
  • Open to International applicants with valid Canadian Work permits: No
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Posted on April 29, 2024

Job Description

– Job Summary –
The Guest Experience Coordinator works with the Artistic Director and the programming team to coordinate all facets of VQFF’s guests’ experience at the festival. This position will run from June 3, 2024 to September 27, 2024.

– Compensation –
This position has an hourly wage of $25.68 + 4% in lieu of vacation. This compensation is not negotiable as it reflects the current budget.

– Reporting –
Reports to Daniel Oong (he/him), Programming & Technical Manager

– Schedule –
• This position is a 16 week contract running from June 3, 2024 to September 27, 2024.
• Standard hours are based on a 7.5 hour work day. Full time hours equates to 37.5 hours per week.
• Expected evening/weekend commitments as follows
• ~2 events per month outside of the festival
• During the Festival, all staff are required to be available for 10 of the 11 days
• Evening and weekend work is reflected in Out On Screen’s banked hour system; staff can take time in lieu to ensure a balanced work week

– Physical Workspace –
• Out On Screen is currently working in a hybrid format with selective work-from-home supports in place
• Our office is located in Chinatown:
• Hot-desking via booking app
• Elevators up to unit
• Gender neutral washrooms
• All doors are unpowered and a minimum of 30” wide
• Our office is scent reduced but communal spaces are not
• A communicable disease plan in place and is available upon request
• Secure bike parking is available on site
• The Vancouver Queer Film Festival will screen films in-person at event venues and cinemas throughout Vancouver, BC.

Responsibilities & Qualifications

– Guest Experience Tasks (80%) –
• Evaluate existing processes to build on previous successes and develop new strategies collaboratively with the Artistic Director and Programming Department.
• Collaborate with the Artistic Director and Programming Department to develop innovative experiences and events for attending filmmakers, artists and special guests.
• Coordinate events for attending filmmakers, artists and special guests.
• Communicate with visiting filmmakers, artists and special guests to understand their needs and coordinate travel, including flights, hotels, and ground transportation.
• Coordinate Festival Accreditation for film industry professionals.
• Manage VQFF’s Homestay Program.
• Utilize Out On Screen’s systems and tools to create itineraries, send invitations, request guest tickets, and create all materials needed to support attending filmmakers, artists and special guests.
• Relay all essential information to attending filmmakers, artists and special guests, such as schedule, procedures, and guest experience information, in a clear, concise and timely manner.
• Act as an ambassador for attending filmmakers, artists and special guests, helping them with any possible issues during the festival.
• Manage the Guest Experience Desk and Hotline; welcome and register filmmakers attending the Festival and respond to email inquiries, text messages and calls in a timely manner.
• Ensure that VQFF standards and guests’ expectations are met before, during, and after the festival.

– Festival Logistics Tasks (10%) –
• Work cooperatively with all departments, including, but not limited to, Programming, Operations, Marketing, Publicity, and Development, to determine needs and protocols and to ensure the lines of communication are open, needs are met, and plans are set.
• Collaborate with Box Office to ensure that all required Festival Accreditations & tickets are generated in time for inclusion in welcome packages.
• Liaise with the Operations Manager to ensure artists are paid.
• Liaise with the Marketing team to respond to external requests for marketing and promotional assets.
• Liaise with the Marketing team to provide artists and distributors with VQFF promotional materials.

– Administration & General Duties (10%) –
• Manage and work within the Guest Experience budget.
• Track all expenses with accuracy.
• Maintain accurate and accessible records.
• Attend and report at biweekly Festival Meetings.
• Write and deliver a comprehensive wrap report.

– Knowledge, Skills, Abilities –
• Enthusiastic about connecting with new people and sharing a passion for 2SLGBTQIA+ art and film.
• Organized and precise, with confidence in creating and maintaining processes for tracking data.
• Strong problem-solving and empathy skills.
• Possesses strong written and verbal communication skills, meticulously checking for spelling and grammar errors to ensure accuracy and consistency in communication.
• Proactive and comfortable with self-directing work and working with minimal direction, yet able to speak up and ask for help when needed.
• Deadline-driven, capable of thriving in a fast-paced environment, managing multiple important deadlines and time constraints effectively.

– Training and Experience –
• Experience in a hospitality or guest experience at a film festival or in the film industry.
• Experience working in customer service.
• Experience working in other arts practices.
• Experience working with intersectional queer communities.
• An interest and experience in working towards social justice.

A valid BC driver’s license is helpful, but not required, for this position.



Other Perks/Benefits

- Vacation/Time Off - • 4% additional pay in lieu of vacation • Sixteen (16) paid health and wellness days each year, prorated for hours worked Additional benefits include a $150 wellness fund.

Job Application Process

Please apply with your resume and cover letter through our web portal (

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