Events Coordinator

About Casa Palestina

Casa Palestina is the first permanent Palestinian cultural institution in Portugal, based in Alcântara, Lisbon. Women-led and rooted in bringing Palestinian culture to life through food, live music, art and film screenings. The house exists to protect memory, deepen public literacy, and sustain Palestinian presence.

Purpose of the role

To support the planning, coordination, delivery and follow-up of Casa Palestina's cultural programme, ensuring every event is organised, communicated clearly, and delivered smoothly.

The Programme Director owns what Casa Palestina programmes, which artists and partners we work with, the art direction and themes, major budgets and agreements, and strategic partnerships. The Coordinator turns those decisions into organised, well executed events.

Key responsibilities

Programme administration

• Maintain the events calendar and programming schedule.
• Keep track of confirmed and proposed events.
• Collect artist biographies, photographs, technical requirements, links, and event descriptions.
• Organise contracts, invoices, payment information, and programme documents.
• Maintain folders and records for each event.
• Take notes during programming meetings and follow up on action points.

Artist and partner coordination

• Act as a point of contact for artists, speakers, facilitators, DJs, filmmakers, and vendors.
• Send confirmation emails and gather all required information.
• Confirm arrival times, event schedules, fees, equipment, guest lists, and hospitality needs.
• Follow up with participants before events so nobody has to be chased at the last minute.
• Make sure everyone understands what is expected of them.

Event logistics

• Create event briefs, schedules, checklists, and run sheets.
• Coordinate room layouts, seating, tables, signage, sound checks, projectors, microphones, and other equipment.
• Organise vendors, catering, books, merchandise, and workshop materials.
• Confirm staffing and volunteer responsibilities.
• Support event setup, guest arrival, artist care, and pack-down.
• Respond calmly to last-minute changes during events.

Ticketing and audience management

• Create and update Eventbrite, Shotgun and other ticketing pages.
• Monitor registrations and ticket sales.
• Maintain guest lists.
• Prepare attendance figures before events.
• Support front of house and check-in.
• Collect feedback and attendance information after events.

Who you are

Highly organised. You naturally create lists, calendars, folders and systems rather than keeping everything in your head.

Proactive. You notice what is missing and deal with it without waiting for instructions on every small task.

Calm under pressure. Events always involve last-minute changes. You solve problems without creating more stress.

Warm and professional. Casa Palestina is a community space, so artists, guests, vendors and visitors need to feel welcomed and respected.

Reliable. You follow through, respond to messages, meet deadlines, and arrive on time.

Detail-oriented. You notice incorrect dates, missing equipment, spelling mistakes, unpaid invoices, and unclear schedules.

Culturally sensitive. You understand the importance of Palestinian culture, representation and hospitality, and the political and emotional context surrounding this space.

Collaborative and low-ego. You are comfortable supporting a vision while also contributing useful ideas.

Able to take ownership. We should be able to say "please coordinate this event" rather than manage every individual step.

Essential skills

• Event planning and coordination.
• Strong written and verbal communication.
• Calendar and deadline management.
• Artist and stakeholder communication.
• Creating schedules, briefs, and event run sheets.
• Budget and expense tracking.
• Google Drive, Docs, Sheets, Forms and Calendar.
• Ticketing platforms such as Eventbrite.
• Basic Canva skills.
• Basic newsletter or email-platform experience.
• Front of house and guest-list management.
• Strong English. Portuguese would be highly valuable. Arabic would be an advantage but may not be essential if you have strong cultural understanding and communication skills.

Experience we are looking for

Cultural centres, music venues, festivals, galleries or museums, community organisations, artist management, event production, hospitality, and non-profit or grassroots organisations.

You do not necessarily need many years of experience. A highly organised person with good judgement, cultural sensitivity and genuine event experience is more useful to us than an impressive title with little practical ability.

Working arrangement

• Around 15 to 20 hours per week.
• A mixture of remote administrative work and in-person event support.
• Availability on some evenings and weekends.
• A regular weekly planning meeting.
• Additional hours agreed in advance for particularly busy event weeks.

How to apply

Send a short note about your experience and your CV to careers@casapalestina.pt, with the role in the subject line. We would rather read a few honest paragraphs about why this house than a formal cover letter.

Apply by email