Festival Operations & Development Coordinator

Location: Savannah, Georgia

Reports To: Executive Director

Status: Part-time, averaging 24 hours per week annually, with seasonal fluctuations and increased hours as the Festival approaches.

About the Savannah Book Festival

The Savannah Book Festival is one of the premier literary events in the country, bringing nationally recognized authors and thousands of readers together for a multi-day celebration of books, ideas, and community. As a nonprofit organization, we are committed to providing engaging literary experiences while fostering a love of reading and lifelong learning.

Position Summary

The Festival Operations & Development Coordinator is a key member of the Savannah Book Festival team, providing year-round logistical, development, and administrative support that helps ensure the successful planning and execution of the Festival and related events.

This highly organized and detail-oriented professional will play an essential role in coordinating complex event logistics, supporting fundraising and sponsorship activities, managing volunteer engagement, and maintaining smooth day-to-day operations. The position offers a unique opportunity to contribute to one of Savannah's signature cultural events while working closely with staff leadership, Board members, community partners, authors, sponsors, and volunteers.

Key Responsibilities

Festival Production & Event Planning

• Assist in the planning, coordination, and execution of Festival events, including author presentations, keynote programs, and special events.
• Coordinate venue logistics across multiple downtown locations, including scheduling, layouts, permitting, and site requirements.
• Work with vendors, including audio/visual providers, transportation companies, caterers, staging crews, and signage vendors, to ensure successful event delivery.
• Develop and maintain detailed production schedules, event timelines, run-of-show documents, and operational checklists.
• Coordinate author travel, lodging, transportation, and on-site hospitality needs.
• Assist in the production and distribution of Festival materials, including programs, signage, credentials, event packets, and guest information.
• Participate in on-site event management during Festival weekend, including venue setup, troubleshooting, and coordination with volunteers and partners.

Board & Volunteer Support

• Provide administrative and logistical support for Board committees, including preparation of meeting materials and follow-up communications.
• Assist with volunteer recruitment, training, scheduling, and communications.
• Manage and maintain volunteer databases and systems in coordination with volunteer leadership.
• Coordinate in-office volunteer assignments to ensure appropriate staffing for operational needs.
• Support volunteer orientation, recognition, and appreciation programs.

Development & Sponsorship Administration

• Prepare donor acknowledgments, tax receipts, and stewardship materials accurately and in a timely manner.
• Maintain donor records and assist with database management to support fundraising and engagement efforts.
• Support donor communications, mailings, and fundraising initiatives.
• Coordinate sponsorship fulfillment, including recognition, ticketing, signage, hospitality, and event benefits.
• Track sponsorship deliverables and ensure all commitments are fulfilled.

Administrative & Operational Support

• Maintain inventory and organization of Festival supplies, materials, and equipment.
• Coordinate purchasing, errands, and assembly of Festival packets and materials.
• Assist with author, sponsor, and VIP hospitality planning.
• Provide general administrative support to ensure efficient daily operations and organizational readiness.

Qualifications

• Bachelor's degree or equivalent professional experience preferred.
• Minimum of 2–3 years of experience in event management, nonprofit administration, development, project coordination, or a related field.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency with Microsoft Office and database/CRM systems.
• Experience working with volunteers, donors, sponsors, or community stakeholders preferred.
• Ability to work independently while collaborating effectively within a small team environment.
• Availability to work occasional evenings and weekends, particularly during Festival season.

Desired Attributes

The ideal candidate is:

• Highly organized and proactive.
• Resourceful and solution-oriented.
• Comfortable managing numerous details and competing priorities.
• Professional, personable, and customer-service focused.
• Passionate about community engagement, events, and the arts.
• Excited to contribute to the continued growth and success of the Savannah Book Festival.

Compensation & Benefits

Salary is competitive and commensurate with experience. Benefits include paid time off, holidays, and the opportunity to be part of one of Savannah's most celebrated cultural organizations.

Start Date/Work Location

July 1st/In person

To Apply

Please submit a cover letter and resume outlining your relevant experience and interest in the position to Tara Setter, Executive Director at ***email_hidden***