The Event Coordinator is responsible for managing the complete contestant experience throughout Hillywood Fiesta—from selection and onboarding through the Bootcamp and into post-Fiesta talent transition.
This role ensures that contestants receive a structured, professional, and well-managed experience while coordinating with mentors, jurists, production teams, creative departments, logistics, and the PMO.

The Event Coordinator will:

Contestant Management 

• • Manage contestant onboarding and orientation. 
  • Coordinate contestant documentation and contracts. 
  • Maintain contestant records and profiles. 
  • Serve as the primary point of contact for contestants. 

Bootcamp Operations 

• • Manage daily contestant schedules. 
  • Coordinate training sessions. 
  • Coordinate workshops and masterclasses. 
  • Ensure contestants attend all required sessions. 
  • Monitor attendance and participation.

Mentor & Jurist Coordination 

• • Coordinate mentor schedules. 
  • Coordinate jurist sessions and evaluations. 
  • Manage communication between contestants and mentors. 
  • Organise feedback sessions 

Contestant Welfare 

• • Monitor contestant wellbeing. 
  • Address welfare concerns. 
  • Resolve interpersonal conflicts. 
  • Maintain discipline and professionalism. 
  • Coordinate accommodation allocations with Logistics 

Performance Management 

• • Track contestant progress. 
  • Coordinate evaluation processes. 
  • Assist with eliminations. 
  • Prepare contestant reports. 
  • Support judges and production during assessments. 

Production Coordination 

• • Coordinate contestant availability for filming. 
  • Ensure contestants are prepared for production schedules. 
  • Work closely with the Production Supervisor and Showrunner. 
  • Manage contestant movement during filming. 

Post-Fiesta Talent Transition 

• • Coordinate winner onboarding. 
  • Support contract execution. 
  • Assist in transitioning selected talent into Hillywood productions. 
  • Maintain relationships with contestants after the program 

This role reports to the Festival Operations Manager and works closely with the PMO Director, Program Manager, Creative Production Lead, Production Team, and all Mentors and Trainers engaged on the project.

We are looking for someone who understands that Hillywood Fiesta is not just an event – it’s a talent development platform. The ideal candidate should be passionate about working with artists and contestants, capable of balancing discipline with empathy, and able to create an environment where participants can perform at their best while meeting the operational demands of a professionally run reality programme..

• Bachelor’s degree in Event Management, Hospitality, Tourism, Business Administration, Mass Communication, or a related field.
• 2 – 4 years of experience in event coordination, contestant management, talent management, hospitality, programme coordination, or a related role.
• Experience supporting large-scale events, festivals, entertainment productions, concerts, conferences, government events, cultural programmes, hospitality operations, or similar live environments is highly desirable.
• Familiarity with project management tools, Google Workspace, and event planning or coordination software is an advantage

Candidates must have prior experience in at least one of the following:

• Reality Shows 
• Talent Management 
• Entertainment Industry 
• Artist Management 
• Theatre 
• Film Production 
• Television Production 
• Large-scale Bootcamps 
• Cultural Festivals involving performers 
• Performing Arts Management 

Experience in general administration or unrelated industries alone will not be sufficient. 

Strong People Management Skills

Strong Coordination & Planning Skills

Must be able to coordinate multiple schedules, stakeholders, training sessions, evaluations, and contestant activities while maintaining attention to detail.

Must demonstrate the ability to manage diverse personalities, maintain professionalism, and resolve conflicts effectively. 

Excellent Communication Skills 

Must communicate confidently with: 

• Contestants 
• Mentors 
• Jurists 
• Production teams 
• PMO 
• Parents (where applicable) 
• External stakeholders 

Emotional Intelligence 

• The role requires patience, empathy, discretion, and the ability to support contestants while maintaining professional boundaries. 

Organisational Skills 

• Must be capable of managing multiple schedules, training sessions, evaluations, and contestant needs simultaneously. 

Ability to Work Under Pressure 

• Must remain calm and professional during high-pressure production environments. 

Willingness to Travel 

• Travel across the Northeast will be required throughout auditions, Bootcamp, and the Grand Finale. 

Flexible Working Hours 

• Must be available during evenings, weekends, and extended production days when required. 

Professionalism & Accountability 

Candidates must demonstrate: 

• Integrity 
• Reliability 
• Ownership 
• Confidentiality 
• Leadership 
• Strong interpersonal skills 
• Discretion