Arrival Coordinator

Overview

We Belong Here is a music and culture brand creating immersive, thoughtfully designed festival experiences in iconic locations across the U.S. Our events are defined by oversized dance floors, 360° stages, and a strong emphasis on guest comfort, flow, and community. We Belong Here brings high-energy music programming together with elevated production, food, and experiential design to create environments where people can truly connect, move freely, and feel present.

We are seeking a detail-oriented Arrival Coordinator to own and improve the end-to-end arrival experience for attendees at We Belong Here. This role focuses on the critical first moments of the festival experience, such as how guests arrive, access the site, navigate logistics, and feel supported before they ever reach the gates.

The Arrival Coordinator approaches operations from the attendee s perspective, translating complex logistics into clear, accessible, and customer-friendly information. This role works closely with traffic, box office, operations, hospitality, and external vendors to ensure a smooth, intuitive arrival process across all festival markets. This is a remote position that will require travel for events.

• Manage and facilitate booking links and customer-facing information for hotel partnerships
• Register and track customer hotel bookings, ensuring guests receive all associated perks and confirmations
• Set up shuttle programs with trusted third-party vendors
• Coordinate shuttle programs with trusted third-party transportation vendors
• Research and evaluate public transportation options in new festival markets
• Partner with traffic and operations teams to translate complex traffic plans into clear, customer-friendly arrival instructions
• Establish locker rental partnerships with third-party vendors and manage related guest communications
• Support box office operations, particularly as they relate to ticketing and arrival logistics
• Review operational entry and arrival plans from the perspective of the attendee to ensure clarity and ease of use

• Ability to put yourself in the shoes of arriving at festivals as an attendee
• Familiarity with event ticketing
• Hospitality
• Writing
• Comfortable working in a fast-paced, operational environment
• Proficiency in Excel and Google Sheets
• Basic profits and losses forecasting

Festival Box Office or Transportation Experience