This role involves working closely with the festival team to ensure that all filmmakers and guests are given the same high standard of hospitality and a warm welcome in Hawick. The Hospitality Assistant will take responsibility for organising accommodation, catering and ticketing during the festival, alongside the Alchemy Producer.

Contract fee: £1,400
Fixed term contract: 25 March to 7 May 2019, flexible working, approximately 20 days.
Application deadline: Thurs 31 January 2019, midnight.
Start date: 25 March 2019.
Location: Hawick, Scottish Borders.

About Alchemy Film & Arts

Founded in 2010, Alchemy Film & Arts is the first Creative Scotland Regularly Funded Organisation in the Scottish Borders. One of our flagship projects is the annual Alchemy Film & Moving Image Festival, which has developed into one of Europe’s leading festivals of experimental film and artist’ moving image. Alchemy Film & Arts also engages in developmental projects for experimental film and artists’ moving image production in Scotland, including a year-round exhibitions programme, an annual one month artists’ filmmaking residency, filmmaking symposia, touring programmes and a range of community filmmaking and engagement initiatives. In 2017, Alchemy Film & Arts curated Scotland’s national exhibition at the Venice Art Biennale, presenting a major new film commission by the artist filmmaker Rachel Maclean.

The Role – Hospitality Assistant

  • To extend the warmest of welcomes to every filmmaker and guest.
  • Liaise with filmmakers and invited guests regarding travel bookings and inquiries. Work closely with the Volunteer Coordinator and Alchemy Producer to produce a volunteer driver rota and ensure that all travel needs are met.
  • Collate accommodation requests, liaise with local providers and assist with bookings. Work with the Alchemy Producer to update accommodation requests and to match rooms with guests. Take the lead on all communications with accommodation providers and guests themselves. 
  • Deal with last minute changes to accommodation requests and work with the Volunteer Coordinator and Alchemy Producer to find solutions to accommodation shortages within budget.
  • Liaise with local caterers and hospitality providers regarding festival bookings, ensuring the best service for our guests. Work with the Alchemy Producer to arrange catering for events where required.
  • Manage guest lists and invitations. Assist Alchemy Producer with distributing tickets and keeping track of ticket requests.
  • Collate information for guest welcome pack and festival passes.
  • Coordinate the welcome desk during the festival based in Heart of Hawick.
  • Represent the festival with an approachable and professional manner at all times. 
  • You will be responsible to the Alchemy Producer.

Note: The requirements of service delivery in relation to the festival mean you will need to be able to carry out these services on location for 9 days straight over the period from Mon 29 April to Tue 7 May. There will be consistent additional late evening activity over the key festival days 2-6 May.

The Person


  • Highly organised, with meticulous attention to detail.
  • Skilled in the use of spreadsheets and databases for tracking and contact management.
  • Ability to anticipate problems before they arise.
  • Ability to work to deadlines in a high pressured environment.
  • Excellent written and verbal communicator.


  • Prior experience of working in a festival or event management context.
  • Prior experience of organisational assistance.

To Apply

Please send a CV identifying your relevant education and experience, a cover letter outlining how you relate to the person specification, and the names and contact details of two referees to:

Please use the subject line “Alchemy Hospitality Assistant Application”.

Application deadline: Thurs 31 January 2019, midnight.

Interview date: early February 2019, in Hawick, Scottish Borders.