Freelance Event Guest Services Coordinator (U.S. Based) - Washington D.C. Project

TAIT is looking for experienced Freelance Event Guest Services Coordinators (U.S.-based) to support a major project taking place on-site in Washington, DC from mid August to late October 2026, with remote work beginning June 2026. Travel and accommodations will be provided for on site time (if not residing in the DC area).

This is a temporary contract role, not a full-time staff position.

Position Purpose:

As a Freelance Event Guest Services Coordinator, you’ll be responsible for supporting the planning, coordinating, and delivering exceptional, experiences for guests and Client. This role will support all aspects of the public patron journey, including patron journey, on‑site hospitality and post‑event follow‑up—ensuring seamless, personalized, and premium service at every touchpoint. This role requires flexibility, cross‑department collaboration, and a proactive approach to problem‑solving in a fast-paced environment. Will report to the Guest Services Producer.

Responsibilities:

• Assist with the development of various scope of works, and the procurement processes for said scopes to formally award to suppliers.
• Assist in implement improvements for ticket scanning, arrival, entry, engagement activities, and departure.
• Collaborate with teams to enhance accessibility, communication clarity, wayfinding, and hospitality.
• Assist with catering, patron medical, usher and FOH management, including selecting of vendor and staff training
• Support in the development and delivery of special projects with research for suppliers, logistics, and other resources as assigned
• Facilitate site visits as requested
• Complete general administrative duties, with attention to detail and follow-through, including creating agendas, scheduling meetings, taking meeting minutes and distributing them to stakeholders, and tracking action item outcomes.
• Act as a point of contact for suppliers and crew; help keep teams informed with up-to-date information.
• Use of credit card and receipt tracking as instructed
• Assist in on site execution of all parts of the public hospitality program with event operations, production, FOH teams, and external vendors.
• Ensure high-quality hospitality, and customer service throughout the event.
• Assist in overseeing on-site patron flow: Arrival experience, queue management, activations, and post-event exit.
• Implement procedures that ensure a welcoming, efficient, and safe environment.
• Troubleshoot real-time issues and elevate the overall event experience.
• Partner with marketing/partnership (if applicable), ticketing, production, and customer service teams to align guest experience strategy.
• Assist in training and guidance for front-of-house and event staff to deliver consistent experiences.
  
  
  

Position Requirements:

• 2 years of demonstrated past hospitality and/or event experience.
• Evaluate approaches and discover efficiencies
• Play a key role in communications with all stakeholders and all departments.
• Guarantee communication paths are frequent and open.
• Enforce policies & procedures.
• Ensure that all work conforms to pre-established specifications & standards of TAIT.
• Take initiative, multi-task, and work positively in a fast-paced environment.
• Work with discretion, diplomacy, confidentiality, and tact in high-pressure settings.
• Demonstrate a sense of urgency & act responsively.
• Work independently as well as within a team environment.
• Supremely organized, detail-oriented, and thorough.
• NOTE: Changes in scope or project terms may alter the job outline above.