Glasgow Film Festival Guest Services Coordinator

Glasgow

Salary: £33,240

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.

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.

• 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

• 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

• 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…