Senior Tabletop Coordinator

Working closely with the Programming team, Volunteers, and community partners, the Senior Tabletop Coordinator will curate the schedule, coordinate resources, liaise with external exhibitors and facilitators, and manage on-site logistics. They will also oversee area setup and the delivery of key experiences like game tutorials, tournaments, and casual play sessions.

This role suits someone with strong organisational and communication skills, a deep passion for tabletop gaming, and a collaborative mindset. It offers a rewarding opportunity to help shape one of SMASH!'s most inclusive and community-focused spaces.

KEY RESPONSIBILITIES

The following responsibilities include but are not limited to:

Pre-Event Day Responsibilities:

  • Design the structure of the Tabletop area, including: Free-play zones, scheduled board game sessions, social/party games, etc
  • Select and schedule key games and events based on popularity, accessibility, and community feedback.
  • Liaise with board game cafés, tabletop publishers, game designers, and local gaming groups to: secure game library contributions, arrange demo sessions and promotional activities, confirm participation in scheduled programming, etc
  • Identify and submit detailed resource needs (e.g., tables, chairs, signage, storage, clocks, whiteboards).
  • Coordinate transport and secure storage of games before and after the event.
  • Develop a floor plan that ensures accessible, safe, and intuitive navigation within the Tabletop zone.
  • Manage pre-registration systems (if applicable) for featured board game sessions.
  • Ensure all necessary documentation (e.g. session sign-up sheets, facilitator contact lists) is created and distributed.
  • Identify potential issues such as missing components, game damage, or overcrowding, and prepare mitigation strategies.
  • Provide Marketing and Social Media teams with content (game highlights, guest facilitators, feature events) to promote the Tabletop area.
  • Draft descriptions for the website, program guide, and signage.
  • Engage with the tabletop community through forums or social media to build hype and gauge interest.
  • Maintain comprehensive documentation for event planning, including schedules, contact lists, rule sets, and procedures
  • Maintain regular contact with Deptartment Head via official channels
  • Able to work independently with clear instructions.

Event Days Responsibilities

  • Ensure the area is safe, accessible, and ready for public entry.
  • Oversee the smooth running of scheduled activities.
  • Make real-time schedule adjustments if needed (e.g., game overruns, no-shows, or last-minute additions).
  • Act as the main point of contact for attendees with questions, complaints, or accessibility needs related to Tabletop Gaming.
  • Ensure all attendees feel welcomed and included, regardless of experience level.
  • Monitor use of the game library to prevent damage or loss.
  • Ensure all equipment (e.g., timers, dice, character sheets, game pieces) is available and maintained throughout the day.
  • Promote open tables, upcoming events, or under-attended sessions to attendees on-site.
  • Encourage attendee participation through signage, announcements (if applicable), or social media updates (via the Marketing team).
  • Conduct regular checks to keep the area clean, tidy, and free from hazards.
  • Ensure table configurations remain functional and not overcrowded.
  • Coordinate the secure storage of games and equipment at the end of the day or event.
  • Report any damaged or missing items for inventory tracking.
  • Maintain an open form of communication during the event with the Department Head.

Essential Skills, Knowledge, Experience, Qualifications

  • Reside in Sydney, Australia
  • Easily contactable via Email & Mobile phone
  • Proficiency in written English and a clear and friendly writing style
  • Require availability for both days of the convention and set up day/s

  • Ability to work long hours during the weekend of the event and work with a flexible, fast-paced schedule
  • Ability to work in a constantly changing and high pressure environment
  • Proactively handle and resolve any arising issues on the event day
  • Excellent time management and planning skills
  • Open to constructive feedback
  • Ability to take initiative for tasks and actions
  • Strong familiarity with tabletop games
  • Willingness to learn and engage with new tabletop games (ie boardgames) as they launch to gain familiarity and ensure updated knowledge on trending games

Desirable:

  • Experience running tabletop events
  • Knowledge of tabletop industry or community
  • Customer service experience
  • Conflict resolution skills
  • Public speaking confidence
  • Previous convention or volunteer experience

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