Event Coordinator

About the Role

The Events Coordinator supports Queer Film Collective's monthly Community Meetups by handling the logistics and coordination needed to make each event happen smoothly.

Working under the direction of the Director of Programming & Events, this role helps take events from an idea to an actual, well-organized gathering. This includes researching and securing locations, coordinating event details, supporting promotion, communicating with venues and team members, and helping ensure each meetup is welcoming, accessible, and easy to attend.

This position may also be completed as a college internship for academic credit, subject to the requirements and approval of the student's college or university.

Responsibilities

Event Logistics

• Research potential locations for monthly Community Meetups.
• Identify venues that fit QFC's needs, budget, accessibility requirements, and community-focused environment.
• Contact venues to check availability, pricing, policies, and event requirements.
• Coordinate venue bookings and maintain a calendar of confirmed locations and dates.
• Gather and organize important event details, including addresses, parking, accessibility, seating, food and beverage options, and venue policies.
• Help create basic event timelines and planning checklists.
• Coordinate supplies, materials, signage, or other logistical needs as necessary.
• Identify potential logistical issues in advance and bring them to the Director of Programming & Events.

Promotion & Outreach

• Work with the Communications/Social Media team to provide the information needed to promote each meetup.
• Make sure event details, dates, locations, registration information, and other important information are accurate and provided on time.
• Help identify opportunities to promote meetups through community partners, organizations, schools, businesses, and other relevant networks.
• Support outreach to potential attendees and community partners when needed.

Event Coordination

• Serve as a point of contact for venue-related questions before an event.
• Coordinate with QFC team members to make sure everyone knows their responsibilities.
• Help prepare event checklists, run-of-show documents, and other planning materials.
• Attend monthly meetups when possible and assist with setup, check-in, coordination, and breakdown.
• Help document what worked, what didn't, and what should be changed for future meetups.

Team Collaboration

• Work closely with the Director of Programming & Events on monthly meetup planning.
• Coordinate with Communications, Community & Volunteer Engagement, and other team members as needed.
• Provide regular updates on event planning progress.
• Communicate promptly when there are scheduling, venue, budget, or logistical concerns.
• Keep event information and planning documents organized and up to date.

What We're Looking For

We're looking for someone who is:

• Organized and comfortable managing multiple details at once.
• Reliable and able to follow through on assigned tasks.
• Comfortable communicating with venues, businesses, and community partners.
• Proactive about identifying problems and finding solutions.
• Comfortable using email, Google Drive, calendars, spreadsheets, and basic online research tools.
• Interested in creating welcoming and accessible community events.
• Excited about supporting queer filmmakers and building community within the film industry.

Event planning experience is helpful but not required. Strong organizational skills, communication, and follow-through are more important.

Time Commitment

10–15 hours per week

The workload will vary depending on where we are in the monthly event cycle. Some weeks may require more logistical planning than others.