OPPORTUNITY TYPE: Fixed-Term, Contract
EMPLOYMENT PERIOD: February to mid-May
COMPENSATION: $800 per week
REPORTS TO: Delegate Services Manager
APPLICATION DEADLINE: January 21, 2026
JOB DESCRIPTION
The Delegate Services Coordinator provides support on guest registration and guest services (travel and accommodation) for the Hot Docs Festival. Reporting to the Delegate Services Manager, this position will work directly with selected film teams, industry guests and stakeholders to provide an exceptional guest experience. This Delegate Services coordinator collaborates with the programming, industry and other festival teams to provide support for all guests and to improve the overall Festival experience. Additionally, this role will support the administrative and customer service functions of pass registration.
KEY RESPONSIBILITIES
Registration:
- Process registrations daily for all stakeholders (public, industry, filmmakers, sponsors, staff etc.)
- Maintain and test registration forms and update where necessary
- Maintain HotDocs’ CRM, Salesforce, as the primary point of registration, and additional public-facing portals and points of communication
- Ensure registration processing for all paying and invited Festival delegates
- Assist in tracking registration revenue weekly
- Track all delegations and delegation payments
- Answer registration related queries
- Process refunds
- Process and troubleshoot industry registration requests
- Provide visa invitation letters to guests where necessary
- Support ticketing requests for film guests
- Manage accessibility requests for venues
- Coordinate the printing and delivery of passes, including staff registration
- Coordinate complimentary passes for all stakeholder groups including sponsors, film festivals, fund recipients, board, staff etc.
- Coordinate travel, hospitality and registration for all jury members
- Manage in-person help desk during the Festival
Guest travel & accommodation:
- Research travel and hotel options for guests
- Establish key relationships with guests including filmmakers, film teams and other stakeholders
- Liaise with assigned films and stakeholders once invited and coordinate hospitality offerings
- Support the Delegate Services Manager in providing stipends to filmmakers including advising on budget forecasting, providing feedback on travel forms and policies, and troubleshooting emergency accommodation needs
- Work with the programming and finance teams to provide stipends for filmmakers travelling to the festival
- Book any additional flights for guests as necessary
- Book accommodation for film and industry guests as necessary
- Liaise with national promotional agencies and consulates to provide additional funding and support for filmmaker travel
- Coordinate visa support including visa letters for key stakeholders (filmmakers, industry, jury etc)
- Act as the primary liaison between the IRCC and Hot Docs to support guest travel and visa applications
- Organize transportation for any VIP guests
Additional Responsibilities:
- In-person presence during the Festival and at other key times;
- Flexible approach to workplace location and hours (including occasional evenings and weekends) contingent on the operating needs of the organization;
- Attend assigned filmmaker social events to support filmmakers and the programming team;
- Perform other duties and assist with special projects as assigned.
QUALIFICATIONS
- Minimum 2 years of services management experience, preferably with the documentary and/or festival industry and/or theatrical exhibition;
- Customer Service experience is a required;
- Strong proficiency in MS Word, Excel, and PowerPoint;
- Experience with Salesforce is an asset;
- Strong communication skills;
- Exceptional administrative and organization skills with an eye for detail;
- Able to work both independently and in a team environment with the ability to take and give direction effectively;
- Ability to multitask and work efficiently;
- Adaptable to a flexible work schedule, including some evenings and weekends.
APPLICATION
Please forward a cover letter and resume to: Bronwen Eadie
Email: [email protected]
Subject Line: Hiring Committee – Delegate Services Coordinator
Deadline: January 21, 2026
No phone calls, please.
EQUITY STATEMENT
Hot Docs is a forum to share stories and perspectives on the people, issues and events that shape our world, and we encourage respectful discussion and debate to foster greater understanding and empathy.
An integral component of this is Hot Docs’ commitment to fostering an organizational culture that brings together people with different races, identities, abilities, experiences and skills. Hot Docs is committed to reflecting the diverse communities we serve in the stories we present and also in our workforce. We encourage applications from diverse communities and welcomes applicants who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion.
ACCOMMODATION STATEMENT
Hot Docs encourages applications from qualified candidates and will accommodate applicants’ needs throughout all stages of the recruitment and selection process. Please advise the Hiring Manager to ensure your accessibility needs are accommodated throughout this process. Information received relating to the accommodation will be addressed confidentially.