Guest Services Coordinator

Jobs and Business Glasgow; Glasgow; On-site; GBP 30,000 - 37,000; Full time

Job summary

Glasgow Film Festival is seeking a Guest Services Coordinator to welcome and manage over 400 filmmaking professionals from the UK and abroad. You will liaise with programme, industry and press teams, arrange travel, accommodation and schedules, and ensure a warm welcome to Glasgow.

The role requires at least 2 years' experience in festival/event management, strong hospitality protocol knowledge, and ability to work outside regular hours during the festival period.

Qualifications

• Understanding of UK visa/international guest travel requirements
• Broad knowledge of the film industry, guest hospitality protocols in a festival, arts or VIP/stakeholder context
• Minimum 2 years' experience of festival and event management and administration

Responsibilities

• Welcome over 400 filmmaking professionals from the UK and internationally and administer all aspects of their stay
• Liaise with programme, industry and press teams on travel and accommodation requirements and book travel for guests
• Coordinate travel and accommodation for all guests, source best deals, and oversee car schedules for airport transfers
• Act as first point of contact for guests regarding schedules, arrange meet and greets, chaperones, networking opportunities and hospitality
• Liaise with external PR companies, agents, film distributors and travel organisations
• Oversee the Guest Services accreditation process and ensure schedules and welcome packages are produced for guests

Skills

Understanding of UK visa/international

Tools

Budget monitoring

Job description

Guest Services Coordinator

The Guest Services Officer will develop and maintain partnership deals with local hotels and restaurants, and work with other stakeholders to identify ways to ensure guests have a positive experience whilst in Scotland. The post holder will also be responsible for maintaining databases and facilitating the flow of information regarding guests to the rest of the festival team. They will also assist in creating and managing guestlists, and facilitating network opportunities throughout the festival.

The role may require occasional work outside of normal office hours (evenings and weekends) to fulfil the scope of responsibilities within the post.

Salary: £33,240 per annum (pro-rata)

Term: 30 November 2026 – 26 March 2027

Closing date: Monday 26 October at 10am

Duties:

The Guest Service Coordinator will work with the programme, industry and press teams to welcome over 400 filmmaking professionals from across the UK and internationally, administering all aspects of their stay. This includes liaising with them prior to arrival, sourcing the best travel options, building their festival schedule, and ensuring a warm welcome to Glasgow.

Along with two Guest Services Officers you will develop and maintain partnership deals with local hotels and restaurants. This role is responsible for updating and maintaining databases to ensure good communication across the GFF team regarding guests. The successful applicant will support the Festival Manager by monitoring an allocated budget and update the GFF carbon emissions budget. During the festival dates, the Guest Services team will be the main point of contact for all visiting filmmakers, accompanying them to their screenings and ensuring they are able to make the most of their time in Glasgow.

• Assist the Head of Programme in inviting filmmakers and guests to the festival, providing VISA support letters where appropriate.

• Liaise with the Press and Industry teams on travel and accommodation requirements, booking travel for agreed guests.

• Coordinate the booking of travel and accommodation for all filmmaker, industry and press guests, sourcing and booking the best deals for transport, oversee the creation of car schedules for airport pick-ups and red-carpet transfers.

• Act as the first point of contact for guests regarding their schedules in the lead up and during GFF, arrange meet and greets, chaperones, networking opportunities and hospitality.

• Liaise with external PR companies, agents, film distributors and travel organisations

• Work with the Database Officer to oversee the Guest Services accreditation process, ensuring all filmmakers receive relevant accreditation, databases are updated timely to produce schedules and welcome packages for guests.

The Guest Service Coordinator will work with the programme, industry and press teams to welcome over 400 filmmaking professionals from across the UK and internationally, administering all aspects of their stay. This includes liaising with them prior to arrival, sourcing the best travel options, building their festival schedule, and ensuring a warm welcome to Glasgow.

Along with two Guest Services Officers you will develop and maintain partnership deals with local hotels and restaurants. This role is responsible for updating and maintaining databases to ensure good communication across the GFF team regarding guests. The successful applicant will support the Festival Manager by monitoring an allocated budget and update the GFF carbon emissions budget. During the festival dates, the Guest Services team will be the main point of contact for all visiting filmmakers, accompanying them to their screenings and ensuring they are able to make the most of their time in Glasgow.

Essential Requirements:

This role would suit someone with experience of working in a film festival, or equivalent fast-paced, environment, and a strong event delivery background.

• Understanding of UK visa/international guest travel requirements
• Broad knowledge of the film industry, guest hospitality protocols in a festival, arts or VIP/stakeholder context
• Minimum 2 years' experience of festival and event management and administration

This role would suit someone with experience of working in a film festival, or equivalent fast-paced, environment, and a strong event delivery background.