Glasgow Film Festival Guest Services Coordinator

Independent Cinema Office; Glasgow; On-site; GBP 30,000 - 37,000; Full time

Job summary

Glasgow Film Festival is seeking a Guest Services Coordinator to lead travel, accommodation and hospitality for visiting professionals during the festival. You will organise schedules, liaise with hotels, and manage guest records with attention to privacy and accuracy.

You’ll work with the programme, industry and press teams, coordinate a small team, and ensure smooth guest experiences while monitoring budget and carbon emissions during a busy live event season.

Qualifications

• Two years’ experience of festival and event management and administration.
• Experience coordinating travel, accommodation and complex itineraries for multiple guests or stakeholders.
• Experience working with agents, distributors, PR companies, senior external stakeholders, international guests, artists or speakers.
• Strong problem-solving skills and ability to respond quickly to last-minute changes.
• Ability to maintain accurate records and handle confidential information appropriately.

Responsibilities

• Assist with inviting filmmakers and guests to the festival, including providing visa support letters where appropriate.
• Liaise with press and industry colleagues about guest travel and accommodation.
• Source and book travel and accommodation for filmmaker, industry and press guests.
• Oversee car schedules for airport collections and red-carpet transfers.
• Act as a first point of contact for guests before and during the festival.
• Arrange meet-and-greets, chaperones, networking opportunities and hospitality.
• Liaise with PR companies, agents, film distributors and travel organisations.
• Oversee the guest accreditation process with the Database Officer.
• Make sure databases, schedules and guest welcome information are accurate and up to date.
• Maintain partnerships with local hotels and restaurants and identify new opportunities.
• Help monitor expenditure and reconcile the Guest Services budget at the end of the festival.
• Record carbon emissions arising from guest travel.
• Provide administrative support to the Festival Manager and support relevant cultural-funding activity.
• Brief, support and coordinate a small team during busy periods.

Job description

Glasgow Film Festival Guest Services Coordinator

Glasgow Film

Glasgow

Salary: £33,240

Glasgow Film Festival is seeking a Guest Services Coordinator

Glasgow Film Festival is seeking a Guest Services Coordinator

Hours: Full time, 35 hours per week

Contract: Fixed term, 30 November 2026 to 26 March 2027

Working arrangements: Some evening and weekend work is required, particularly during Glasgow Film Festival from 24 February to 7 March 2027. Additional hours accrue as time off in lieu and must be taken within the contract period.

Glasgow Film is looking for an organised, resourceful and guest-focused Guest Services Coordinator. As Guest Services Coordinator you will coordinate travel, accommodation, schedules and hospitality for more than 400 filmmaking professionals visiting Glasgow from across the UK and internationally.

About the role:

Working with the programme, industry and press teams, you will help administer all aspects of visiting guests’ stays. This includes liaising with guests before their arrival, sourcing suitable travel options, arranging accommodation, preparing festival schedules and providing a warm welcome to Glasgow.

You will work alongside two Guest Services Officers and help maintain partnerships with local hotels and restaurants. You will also maintain accurate guest records, monitor an allocated budget and record carbon emissions associated with guest travel.

During the festival, the Guest Services team will be the main point of contact for visiting filmmakers. You will help guests get to screenings and make the most of their time in Glasgow.

Main responsibilities:

• assist with inviting filmmakers and guests to the festival, including providing visa support letters where appropriate
• liaise with press and industry colleagues about guest travel and accommodation
• source and book travel and accommodation for filmmaker, industry and press guests
• oversee car schedules for airport collections and red-carpet transfers
• act as a first point of contact for guests before and during the festival
• arrange meet-and-greets, chaperones, networking opportunities and hospitality
• liaise with PR companies, agents, film distributors and travel organisations
• oversee the guest accreditation process with the Database Officer
• make sure databases, schedules and guest welcome information are accurate and up to date
• maintain partnerships with local hotels and restaurants and identify new opportunities
• help monitor expenditure and reconcile the Guest Services budget at the end of the festival
• record carbon emissions arising from guest travel
• provide administrative support to the Festival Manager and support relevant cultural-funding activity
• brief, support and coordinate a small team during busy periods

Essential requirements:

• an understanding of UK visa and international guest travel requirements
• an understanding of data protection and confidentiality when handling guest, travel and accreditation information
• broad knowledge of the film industry and guest-hospitality protocols in a festival, arts or VIP and stakeholder setting
• knowledge of Glasgow, including its local venues, infrastructure and industry
  an understanding of equal opportunities and a commitment to making the arts accessible to everyone
• at least two years’ experience of festival and event management and administration
  experience of working with agents, distributors, PR companies, senior external stakeholders, international guests, artists or speakers
• experience coordinating travel, accommodation and complex itineraries for multiple guests or stakeholders
• experience monitoring event budgets
• strong problem-solving skills and the ability to respond quickly to last-minute changes
• the ability to maintain accurate records and handle confidential information appropriately
• the ability to manage a heavy workload, prioritise tasks and meet deadlines
• the ability to use word-processing, database and spreadsheet systems
• strong negotiation or relationship-building skills
• the ability to brief, support and coordinate a small team during busy delivery periods
• a professional and discreet approach when dealing with guests and sensitive information
• a welcoming, culturally aware and guest-focused approach
• close attention to detail
• resilience and adaptability in a busy live-event environment

Desirable requirements

• an understanding of environmental and sustainability issues, together with a commitment to helping Glasgow Film reduce its carbon footprint
• experience working with sponsors, identifying opportunities and developing beneficial partnerships

Equality and inclusion

Glasgow Film is an Equal Opportunities Employer. Positions are offered to candidates with the required skills without consideration of race, ethnic origin, nationality, religion or belief, sex, sexual orientation, gender reassignment, age, marital or civil partnership status, or disability.

Glasgow Film is committed to building a diverse, inclusive and authentic workplace and encourages applications from people who are excited by the role, even if their experience does not align with every desirable criterion.

Right to work and references

The successful applicant must have the right to work in the UK and provide the required documentation. Any offer of employment will be subject to satisfactory employment references, normally including one from the applicant’s current or most recent employer.

The closing date for this position is 26/10/2026 at 10:00