Part Time - Festival and Events Coordinator, Gibbons Whistler
About The Position
At Gibbons Whistler, we’re all about Making People Happy. Since 1979, we have been the backbone of Whistler hospitality bringing people together through unforgettable experiences. Everything we do is rooted in our core values: Encourage Trust, Have Fun, Show Kindness, Lead With Purpose, and Commit to Excellence. We're looking for a highly organized, detail-oriented, and proactive Festivals & Events Coordinator to support the planning and execution of some of Whistler's most exciting events, including the Whistler Village Beer Festival (WVBF), Whistler Summer Festival (WSSF), venue programming, sponsor activations, and other special projects. This is a flexible part-time position ranging from approximately 10-40 hours per week depending on seasonal event demands. Hours increase during festival planning, live event execution, and post-event wrap-up periods.
Requirements
- 1-2 years of experience in event coordination, hospitality, festivals, venue operations, tourism, guest services, production, or a related field.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Comfortable using Google Workspace, spreadsheets, calendars, shared drives, and project trackers.
- Ability to manage multiple priorities and deadlines simultaneously.
- Strong attention to detail and follow-through.
- Ability to work independently while knowing when to seek guidance.
- Calm, professional, and solution-oriented under pressure.
- Available to work flexible hours, including evenings, weekends, holidays, and peak event periods.
- Comfortable working onsite during event setup, execution, and teardown.
Responsibilities
- Maintain event timelines, planning documents, trackers, schedules, and project files.
- Coordinate logistics with vendors, sponsors, partners, venues, and internal teams.
- Support planning meetings and ensure key deadlines and deliverables stay on track.
- Assist with the delivery of festivals, sponsor activations, venue programming, and special events.
- Support onsite operations including setup, guest experience, accreditation, vendor coordination, troubleshooting, and teardown.
- Help ensure events run smoothly and professionally from start to finish.
- Support event ticketing platforms, guest communications, event information, and attendee inquiries.
- Help maintain a positive guest experience before, during, and after events.
- Coordinate sponsor assets, activation requirements, and fulfillment tracking.
- Assist with sponsor reporting, stakeholder communications, and event documentation.
- Support budget tracking, invoice management, event documentation, staffing coordination, and post-event reporting.
- Maintain organized records and contribute to continuous improvement for future events.
Benefits
- 50% off food & beverage at all Gibbons venues
- Adventure perks: 20% off The Adventure Group for you and your friends & family
- Accommodation discounts: 20% off at The Adara Hotel and Gibbons Life Condos
- Wellness perks: 20% off at The Spa at Whistler
- Exclusive partner discounts at local Whistler businesses
- Flexible schedules and a supportive team culture
- Access to community events and staff appreciation nights
- Growth opportunities in Whistler’s most dynamic hospitality group – we’re passionate about promoting from within and supporting your career journey.
- Immersive work environment steps from the mountains – we take our core purpose of “Have Fun” very seriously.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
