Event Planning & Delivery

Support the Head of Events & Programs across the planning and delivery of Tropfest events and programs from early development through to event day and post-event wrap.

- Developing and maintaining event timelines, schedules, run sheets, checklists and working documents.
- Coordinating day-to-day event and program requirements across suppliers, production teams and internal stakeholders.
- Supporting site planning, event operations, accreditation, guest management, wayfinding and backstage requirements.
- Assisting with bump-in, event delivery and bump-out.
- Tracking actions, deadlines and dependencies to ensure delivery remains on schedule.
- Identifying potential operational issues and escalating them early to the Head of Events & Programs.
- Supporting event evaluation, debriefs and post-event reporting.

Program & Filmmaker Coordination

Support the delivery of Tropfest’s filmmaker and program activity, ensuring participants have a clear, organised and positive experience.

- Supporting filmmaker and finalist communications and coordination.
- Managing schedules, travel information, accreditation and other participant requirements.
- Maintaining accurate program, filmmaker and participant information.
- Supporting the administration and delivery of Trop Jr, Roughcut and other Tropfest programs.
- Acting as a responsive point of contact for filmmakers and participants where required.
- Ensuring relevant program information is shared with marketing, partnerships, production and other teams at the right time.

Supplier & Stakeholder Coordination

Support the coordination of external suppliers, venues, contractors and event stakeholders.

- Liaising with suppliers and contractors regarding schedules, requirements and deliverables.
- Supporting the sourcing and coordination of quotes and purchase orders.
- Maintaining supplier documentation and contact information.
- Tracking external deliverables against event timelines.
- Supporting partner, VIP and stakeholder requirements in collaboration with relevant Tropfest teams.
- Building positive working relationships with the people and organisations involved in delivering Tropfest experiences.

Merchandise & Event Storage Logistics





Coordinate the management of merchandise and event materials, ensuring accurate stock control and smooth logistics between the warehouse and event sites.

- Arranging crew and coordinating the transport of merchandise, signage and event materials to and from the warehouse for each event.
- Conducting pre-event merchandise counts and reconciling stock against packing lists prior to dispatch.
- Conducting post-event counts, tracking sold, distributed and damaged items, and flagging any discrepancies.
- Maintaining organised, labelled and accessible storage systems within the warehouse for merchandise and event equipment.
- Overseeing the condition of returned items and reporting damaged, lost or low-stock merchandise requiring replenishment.
- Creating and maintaining an up-to-date inventory log reflecting current stock levels and storage locations.
- Coordinating with storage vendors on pickup, drop-off and scheduling requirements.
- Ensuring merchandise and equipment are packed appropriately to prevent damage during transport.
- Flagging inventory shortages or reorder needs ahead of upcoming events.

Event Administration & Budget Support

Provide strong administrative support across events and programs to ensure plans, budgets and documentation remain organised and up to date.

- Maintaining event files, contact lists, databases and operational documentation.
- Supporting meeting coordination, agendas, notes and action tracking.
- Assisting with event budgets, invoice tracking and reconciliations.
- Supporting permits, insurance, risk documentation and other compliance requirements.
- Maintaining clear records and ensuring important event information is easy for the wider team to access.

Working Across Tropfest

While the core focus of this role is event and program delivery,



there will be times when additional support is required across the organisation. The Event Coordinator may therefore be asked to undertake other reasonable duties outside the immediate scope of the role, particularly during launch periods, event weeks and other high-volume periods.

This may include supporting guest and talent requirements, partnerships, marketing and content activity, administration or broader event operations where required.

Ideal Experience

- Experience working in events, festivals, arts, entertainment, sport, media or a related setting.
- Experience supporting the coordination and delivery of live events or programs.
- Strong organisational and administrative skills.
- Excellent attention to detail.
- The ability to manage multiple priorities and deadlines simultaneously.
- Strong written and verbal communication skills.
- Confidence working with suppliers, participants and stakeholders.
- Experience using project management and standard office systems.
- An understanding of event budgets, purchase orders and supplier processes would be advantageous.
- Experience in film, festivals or cultural events would be welcomed but is not essential.

Personal Attributes

- Highly organised and dependable.
- Proactive and willing to take ownership.
- Calm and solutions-focused when plans change.
- Comfortable working in a fast-moving environment.
- Collaborative and easy to work with.
- Curious and keen to learn.
- Happy working both independently and as part of a small team.
- Willing to roll up your sleeves and help wherever required.
- Passionate about creating great experiences for audiences, filmmakers and participants.

Why Tropfest?

Tropfest has a unique place in Australian culture and an extraordinary history of discovering, supporting and celebrating filmmaking talent.

As Tropfest enters its next chapter, we’re building beyond a single festival to create a year-round platform for filmmakers, audiences and the broader creative community.

This role is an opportunity to be part of that growth and help deliver some of Australia’s most recognised film and cultural experiences, while working closely with a small team where your contribution will have a visible impact.

📌 Event Coordinator (Sydney)
🏢 TROPFEST
📍 Sydney