Cosplay Guest Manager

The Cosplay Department is responsible for the planning, coordination, and delivery of all cosplay-related programming at SMASH!. The department plays a key role in community engagement, creative expression, and attendee experience, overseeing a diverse range of activities that celebrate cosplay culture.

These activities include, but are not limited to:

  • The main cosplay competition
  • Cosplay catwalks and showcases
  • Interactive cosplay activities and workshops
  • Operation of the cosplay desk as a central point for information, registration, and support
  • General coordination of cosplay participants, judges, and volunteers

The department works closely with other SMASH! teams to ensure cosplay programming is safe, inclusive, well-organised, and aligned with the event’s overall vision and standards.

The Cosplay Guest Manager supports the care, coordination, and overall experience of cosplay guests at SMASH!, from their arrival in Australia through to the end of the event. This role focuses on clear communication, logistics, and on-the-day support, helping ensure cosplay guests feel welcomed, supported, and confident throughout their time at the event.

The Cosplay Guest Manager reports to the Guest Director and works closely with the Executive Leads, coordinating with other teams to deliver a smooth and positive guest experience.

What you’ll be doing:

  • Acting as a main point of contact for cosplay guests before and during the event
  • Supporting cosplay guests with travel to the event, including arrival information, transport coordination, and key travel details
  • Assisting with guest arrival and departure logistics, as required
  • Sharing clear schedules, call times, and event information with guests
  • Helping guests move smoothly between panels, signings, meet-and-greets, photos, and other appearances
  • Supporting guest wellbeing on the day, including breaks, meals, and downtime
  • Communicating any schedule changes, delays, or issues to the Guest Director and Executive Leads
  • Coordinating with other teams to support cosplay guest activities
  • Helping manage cosplay guest signings, appearances, and photo opportunities
  • Ensuring guests are briefed on event procedures, expectations, and available support
  • Escalating any concerns, safety issues, or urgent needs promptly
  • Helping create a welcoming, professional, and inclusive experience for all cosplay guests

Essential:
Contactable on a regular basis via email and phone

  • Strong communication skills
  • Attend meetings, workshops and activities as required
  • Be available throughout the year for staff workshops, department meetings and volunteer training sessions
  • Available for convention day(s) in Sydney, Australia
  • Knowledge and passion in a wide range of cosplay related activities
  • Time management skills and have the ability to work under pressure
  • Ability to work independently and follow the directions from upper management
  • Risk management skills
  • Ability to communicate with large numbers of attendees and contestants in a friendly and suitable manner

Desirable:

  • Previous volunteer or customer service experience
  • Experience in running events or workshops

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