Employment Opportunities

Title: Guest Relations Manager

Department: Guest Relations

Reports to: Artistic Director

Dates: Seasonal, October - End of January

Pay: $2,800 - $2,950 bi-monthly

Job Summary

The Guest Relations Manager oversees the team responsible for providing hospitality and logistical support to filmmakers and industry guests. The role ensures a seamless festival experience, from travel planning to on-site coordination, while managing timelines, budgets, and inter-departmental communication.

Elements of the position include but are not limited to:

Pre-Festival

• Create department timeline, protocols, and guest database
• Manage budget for travel, accommodations, and transportation
• Coordinate with Development and Programming teams for guest travel funding
• Coordinate with the Programming teams on filmmaker retreats, panels and filmmaker dinners
• Draft festival invitations, FAQs, forms and hospitality materials

• Lead weekly department meetings and track team progress
• Manage coordinators and travel agent to book guest flights
• Manage hotel coordinator to assign guests to hotel rooms
• Oversee guest travel, invitations, accommodations, and budget management
• Ensure guest information is up-to-date in the database
• Collaborate with other departments on guest-related events and logistics

During the Festival

• Manage Guest Relations team and oversee the team’s festival introduction/Q&A schedules
• Welcome guests and oversee check-ins in the Filmmaker & Industry Lounge
• Handle special event ticket distribution, invitations to Filmmaker Dinners,  and guest communications
• Supervise reimbursements and maintain budget accuracy

Post Festival

• Finalize guest details and reconcile budget reports
• Conduct wrap meetings and generate summary reports
• Archive documents and provide a final wrap report

Requirements

• 3 years of progressive related experience in a fast-paced environment
• Ability to work independently
• Effectively manage and communicate in a team environment
• Tactfully balance the guests’ needs with festival protocols
• Experience managing large database
• Working knowledge of FileMaker Pro and Google Suite 
• Excellent interpersonal, written, verbal, and negotiating skills
• Strong organizational skills with the ability to prioritize
• Experience dealing with confidential information
• Professional appearance and demeanor
• Personal car for travel preferred 

Title: Hotel & Travel Coordinator

Department: Guest Relations

Reports to: Guest Relations Manager

Dates: Seasonal, October - End of January

Pay: $25 per hour

Job Summary

The Guest Relations (GR) team is the primary point of contact for filmmakers and industry guests attending the Palm Springs International Film Festival. The GR staff assists with travel planning, arranges accommodations, facilitates ticket and credential requests, and provides general hospitality support. As the conduit between festival guests and the larger festival staff, the GR team aims to ensure that all guests have the best possible festival experience. Team members must be organized, detail-oriented, and dedicated to delivering excellent customer service.

The Hotel Coordinator plays a vital role in supporting the GR team. This position is responsible for coordinating hotel accommodations, managing room lists, addressing guest needs, and fostering positive relationships with hotel partners. The Assistant also works closely with the GR Manager to ensure seamless operations during the festival.

Elements of the position include but are not limited to:

Pre- Festival:

• Hotel Coordination:

• • • Maintain and nurture positive relationships with hotel partners, acting as the primary contact for all accommodation-related inquiries.
    • Update and manage room lists regularly to ensure accuracy and account for special requests or requirements.
    • Coordinate with hotels to address guest-specific needs, such as early check-ins, ADA accommodations, and special arrangements.
    • Track and maintain records of hotel room allocations, night counts, and guest placements to ensure organized and effective use of accommodations.
      
      

• Guest Relations Support:

• Assist the Guest Relations Manager and Coordinators with administrative tasks, including database management.
• Manage the guestrelations@psfilmfest.org email account and personal festival email, responding to guest inquiries promptly.
• Maintain the master hospitality spreadsheet, updating guest information in real-time and backing up data daily.
• Generate individual guest itineraries (300+) for welcome packets.
• Follow up with guests for credential photos and assist with the credentialing process.
• Support the Credentials and Box Office teams to make credentials and place ticket orders, and train support staff on these tasks.
• Work with production staff and Guest Suite Coordinator to set up the Guest Relations Business Center, ensuring all supplies and materials are ready.
• Assemble individual welcome packets at the Guest Relations Business Center.

During the Festival:

• Hotel & Guest Support:

• • • Act as the primary point of contact for guests regarding hotel arrangements and address any last-minute changes or needs.
    • Maintain positive communication with hotel staff, troubleshooting any accommodation-related issues as they arise.
    • Update hotel room lists daily to ensure accuracy for guest stays and manage records of used room nights.
      
      

• Guest Relations Business Center Operations:

• Greet guests at the Guest Relations Business Suite, assisting them with check-in and connecting them with Coordinators.
• Distribute guest welcome packets and gift bags, maintaining suite inventory of these materials.
• Support the GR Manager and Coordinators by managing guest check-ins in the guest database.
• Facilitate communication between GR Manager/Coordinators and Travel, Ground Transportation, and Accommodations teams to ensure guest needs are met.
• Generate daily invitation lists via Filemaker and send out event reminders.
• Manage and update event guest RSVP lists for the Events Team and assist at entrances to events when needed.

Post Festival:

• Lead the breakdown of the Guest Relations Business Suite, inventorying and packing materials for storage.
• Create an inventory list of items needed for the following year’s suite.
• Participate in department wrap meetings and provide feedback for process improvements.
• Update the job description and timeline, and prepare a detailed wrap report for future reference.

Required Skills & Abilities:

• 1+ years of experience in guest relations, hotel coordination, or event planning.
• Strong organizational skills with attention to detail and the ability to prioritize tasks effectively.
• Excellent interpersonal skills with the ability to foster positive relationships with hotel partners and address guest needs professionally.
• Proficiency in Filemaker Pro, Microsoft Office Suite, and experience managing confidential information.
• Ability to adapt to a fast-paced environment and handle multiple tasks under pressure.
• Professional appearance and demeanor with excellent customer service skills.
• Personal car for travel is preferred.