Guest Relations Assistant

Classified Categories: Archived

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Guest Relations Assistant

The Calgary International Film Festival’s mission is to entertain and engage audiences by curating the most innovative and compelling films and creating remarkable festival experiences.

The festival is a 12-day showcase of up to 200 multi-genre films from Canada and over 40 other countries, hosting gala events, screenings, award ceremonies and special presentations. Additionally, the festival co-presents other programs, such as Doc Soup, throughout the year.


The Guest Relations Assistant supports the Guest Relations Manager as required, including helping to welcome invited and accredited industry guests, and assisting with travel, accommodation and hospitality arrangements.

Responsibilities include:

  • Assist with travel and accommodation arrangements for out-of-town invited guests.
  • Assist with communication to all invited guests and accredited industry, including:
    • Email each guest their individual itinerary (Zone Festival catalogue link) at least 72 hours before their arrival, and cc the associated programmer.
    • Ensure each guest receives a hard copy of their itinerary upon arrival.
  • Email programmers a daily report of guests in town each day, with a link to each guest’s itinerary.
  • Create and distribute “guest profiles” to festival personnel and partners in order to build familiarity with, and excitement about, the festival’s guests.
  • Assist in creating welcome packs and delegate bags for out-of-town and local guests.
  • Ensure that the appropriate tickets and passes are included in each invited guest’s delegate bag, including the appropriate number of single tickets to their own screenings, and work with the Ticketing Manager as required.
  • Assist with setting up and running the festival’s check-in booth for invited guests.
  • Lead small volunteer teams that support guest check-in.
  • Assist in executing industry networking events throughout the festival.
  • Create and distribute a daily bulletin by which all invited guests receive up-to-date information on industry-relevant festival events.
  • Support Fleet Coordinator regarding guest transportation needs and changes, and update other staff accordingly.
  • Assist the Guest Relations Manager with any other related tasks as required.
  • Attend postmortem meetings, as required.
  • Provide detailed postmortem notes and archived files (hard and electronic) relevant to the position and the work accomplished following the festival.


  • Outstanding collaborator and team player.
  • Experience in event planning and logistics.
  • Experience using database systems; quick learner with ability to learn new systems.
  • Strong oral and written communication skills.
  • Strong organizational skills, including a keen eye for detail.
  • Sense of pride in providing highest quality service and overall experience to industry delegates.
  • Ability to multitask, work calmly and excel under tight timelines.
  • Strong problem solving skills.
  • Experience leading volunteers.

Employment Type: Fixed Term Contract

Start Date: Starts August 16, 2018; ends October 15, 2018

Hours: Varying throughout contract. Estimated to average 16 hours per week in August; 24 hours per week in the first half of September, and full time and above during the festival (September 19 to 30, 2018), which includes long days, evenings and weekends on-site; concluding with 16 hours per week for the remainder of the contract. Involves evenings and weekends, especially during the festival.

Salary/Fee: $4,400 flat for the contract

To apply email a resume and cover letter in a single document to by Thursday, July 19, 2018. Please use Guest Relations Assistant as the email subject line. We thank everyone who applies for their interest, but only applicants selected for an interview will be contacted. No phone calls, please.

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