Title:  Events Coordinator

Short Summary

The Events Coordinator shall assist in the planning and execution of Parc Downsview Park ("PDP") community events. They will utilize inbound and outbound strategies to build relationships with community groups to add programming to the Park and solicit partners and sponsors. The Events Coordinator will liaise between PDP and event organizers, vendors and suppliers prior to, during and after events. 

The Events Coordinator will be responsible for coordinating and managing bookings for events held in The Hub, Hummingbird Circle and other PDP programmed spaces. This includes ensuring the space is prepared and equipped for each event, maintaining a booking calendar, managing scheduling conflicts, drafting agreements and invoicing.

Job Description

Event Planning and Implementation: 

• Assist in the planning and execution of PDP community events (e.g., Earth Day, Canada Day, Movies Under the Stars, Howl-o-ween Unleashed).
• Recommend and develop new events as directed.
• Coordinate logistics for events, including venue setup, equipment rental, and staffing.
• Develop detailed event plans, timelines, and checklists to ensure all aspects of events are covered.
• Oversee event registration processes and manage attendee communications.
• Effectively communicate with event organizers, vendors, and suppliers before, during, and after events.
• Manage all procurement policies and procedures, agreements, insurance, and invoicing.
• Serve as the primary point of contact for all event-related inquiries and issues.
• Coordinate with internal teams to ensure seamless event execution.
• Ensure compliance with health and safety regulations during events.
• Conduct post-event evaluations to gather feedback and identify areas for improvement.

Sponsorship/Partnership: 

• Identify new partnership/vendor opportunities related to events.
• Solicit and maintain strong relationships with partners/vendors/programming providers.
• Create sponsorship packages and implement a sponsorship strategy.
• Negotiate contracts and agreements with vendors and partners to secure the best terms.

Media Relations:

• Draft press releases, media advisories, and other media materials.
• Build and maintain relationships with local and national media outlets.
• Coordinate media coverage for events and announcements.
• Monitor media coverage and prepare media reports.

Event Marketing Collaboration with the Communications Coordinator:

• Develop and execute comprehensive marketing plans for each event, including digital, print, and social media campaigns.
• Create promotional materials such as flyers, posters, and social media graphics.
• Manage event-related content on the PDP website, Eventbrite and social media platforms.
• Coordinate with media outlets to secure coverage and promote events.
• Utilize email marketing tools to send event invitations and updates to targeted audiences.
• Track and analyze marketing campaign performance to optimize future efforts.
• Engage with the community through online and offline channels to build excitement and increase event attendance.
• Ensure consistent messaging and branding across all marketing materials.

The Hub and Hummingbird Circle Bookings: 

• Coordinate and manage bookings for events held in The Hub and the Hummingbird Circle, ensuring efficient handling of a consistently high volume of inquiries.
• Ensure the space is prepared and equipped for each event.
• Maintain a booking calendar and manage scheduling conflicts.
• Coordinate with Education Manager to ensure appropriate staff is scheduled and fulfilled for each event.

Community Engagement:

• Develop and maintain strong relationships with community groups, local businesses, and non-profit organizations.
• Actively seek out opportunities to collaborate with community stakeholders to enhance event programming.
• Work closely with the Education and Community Programs department to align event programming with community needs and interests. 

Operational Support:

• Provide additional support to the Communications Coordinator as directed.
• Respond to public feedback or inquiries through all channels as directed.
• Provide additional support to the Education and Community Programs department as directed.

Qualifications

• Post-secondary education in hospitality, events management or equivalent training.
• Minimum of two (2) years of experience of progressive event coordination responsibilities.
• The ability to work flexible hours including evenings, weekends and holidays is required.
• Knowledge of outdoor festival and event execution is an asset.
• Experience in community engagement and non-profit organization is an asset.
• Familiarity with marketing and media content creation is an asset.
• Strong knowledge of Microsoft Teams, PowerPoint, Excel and Word.
• Skill and experience in using Adobe Creative Suite (Photoshop, Illustrator, InDesign, Premiere Pro) is an asset.
• Bilingualism (English/French) is a strong asset.

Working Conditions