Event Coordinator

The Event Coordinator will bring skills in; event organization, team work, working with artists from diverse cultures, and procedures for organizing major performing arts events and fundraisers, including The Wee Tipple Party – Nanaimo’s Scotch Festival. Skills will integrate safety and protocol, cultural competence, marketing and publicity, statistics gathering and stewardship.

The Event Coordinator will work in close partnership with the Artistic Managing Director and/or the fundraising team to assist in specific production responsibilities for the coordination of the above noted events. All activities will comply with Health Authority Restrictions and Guidelines.

• Production Assistance – Includes front-of-house coordination, pre/post-event coordination, general and specific planning tasks as coordinated by the fundraising team, and maintenance of an accessible, team master calendar for events and meetings.
• Hospitality – Coordinate the arrival and departure of guests; support volunteer coordination in advance and at the event; current covid restrictions will be in effect;
• Marketing and Publicity – Support the publicity plan for the event marketing campaigns and communications; engage on Facebook, Instagram, Twitter, LinkedIn
• Communications – Compile and send communications to planning teams and support production teams as a liaison between them and guests.
• Team Support – Attend weekly meetings and provide support to Event team members, event supporters, artists as reasonable and required.
• Corporate Sponsor Stewardship – Assist in ensuring corporate sponsorship benefits are fulfilled and that attending sponsors are well received.
• Volunteer Coordination – Coordinate, manage and track volunteers and roles; keep a record of hours and tasks completed; maintain harmonious relationships with all volunteers.
• Participant Stewardship – Prepare front-of-house, registration and ticket sales sheets for shows, events, dance classes and workshops.
• Administrative Support – Prepare documents. Adhering to professionalism and brand standards, track docs, and make reports related to the planned events.
• Planning – Support event planning and preparations in general
• Follow-up – reporting – Participate in debrief; prepare reports and communications with statistics for future planning; update database; track social media statistics; track event statistics including audience attendance, workshop registrations, etc.; prepare acknowledgements of stakeholders and partners.

• Interest and/or experience in development and implementation of event planning strategies;
• Proficiency with Microsoft Word, Excel, MS 365, and Google Docs;
• Knowledge in use of social media sites and marketing software such as MailChimp;
• Skilled in digital business technologies, communication/contact management programs, website maintenance, CMS database systems, and mail merge;
• Punctual with strong organizational skills;
• Sharp attention to detail;
• Excellent verbal and written communication skills;
• Collaborative team member with the ability to take direction;
• Multi-tasker; creative; curious; productive; self-motivated; adaptable; responsible; able to both lead and follow;
• Knowledge of the non-profit and/or performing arts sector is helpful;
• A Vulnerable Sector check by local RCMP is required.

This position is funded through the Canada Summer Jobs Program. The successful applicant must be:

• Be a Canadian citizen, permanent resident or have refugee status in Canada
• Be between 15 and 30 years of age at the start of employment
• Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations
• Applications will only be considered if they meet the Canada Summer Jobs Programs requirements as well as the relevant qualifications and skills of this job posting.

Priority will be given to applications from qualified candidates who self-identify as being part of underrepresented groups or as having additional barriers to entering or staying in the labour market as outlined below:

Visible minorities / racialized youth
LGBTQ2 youth

Crimson Coast views difference as our biggest asset and inspiration.

Please submit cover letter and resume electronically by November 13, 2021.

Include in Subject Header: Event Coordinator

Temporary Part-Time: $20/hr for up to 340 hr (Part time/Full time negotiable)

This position must be completed by February 26.

The position will require some evening and weekend work and hours will vary depending on production schedule

Contact Name: Holly Bright or Sean Gallagher

Submission and Contact Email: dance@crimsoncoast.org