Job Details

Job Description

Organization:
Pride Toronto
Website: http://www.pridetoronto.com
Position: Site Logistics Manager
Term: Contract (6 months; full time)
Location: Toronto
Salary: TBD
Start Date: Apr. 1, 2010
Application Deadline:
Friday February 16, 2010

Organizational Overview
Pride Toronto is a not-for-profit organization that presents Pride Week, a week-long arts and cultural festival celebrating Toronto’s *LGBTTIQQ2SA communities. The festival is produced by 26 year-round volunteer committees, each producing a specific aspect of the festival, and 10 full time staff who manage the organization and direct and support the activities of the committees.
* Lesbian, Gay, Bisexual, Transsexual, Transgender, Intersex, Queer, Questioning, 2Spirited, Allies
Position Overview
Reporting to the Director of Operations, the Site Logistics Manager is responsible for all venue logistics, Street Fair (Vendor Booths) and Beverage Sales for the 2010 festival. This includes designing a festival site that adequately serves all of the organization’s needs.
• Securing the suppliers and services necessary to ensure the smooth and safe operation of these aspects of the festival
• Securing all necessary permits and properties, ensuring the festival activities meet all regulations, laws and bylaws
• Working with all city services and departments, ensuring the smooth and safe operations of all licensed beverage areas
• Securing all applications from local businesses for extension of their hours of service during the festival.

Given the size, scope and responsibilities that site planning entails within a large festival such as Pride Toronto, the successful candidate will work to complete all these tasks by working effectively with appropriate year-round Pride Toronto volunteer committees, each of whom focus their efforts on a specific area. Collaborating on a day to day basis with the Volunteer Program Manager, Arts and Entertainment Program Manager, the Director of Operations and Executive Director, who are each responsible for developing elements of the festival and managing the activities of the year-round volunteer committees.

Responsibilities:
Site Layout
• Building on the successes and challenges of last year’s site layout, design and map in detail the site layout for 2009, including detailed mapping of vendor placement, city services, stage layouts, etc…
• Ensure the final site layout meets all required city regulations and bylaws, and incorporates the feedback and concern of all city departments and services, and all local businesses and residents as much as possible.
• Fill out and secure all necessary permits required including all street closure permits, noise exemptions, parks and recreation permits, SOP’s, etc…
• Negotiate with all relevant properties to secure the rental of all required properties during the week-end.
Site Operations and Logistics
• Create a thorough assessment of all supplies and services required for Street Fair and Beverage Gardens, including: tables, chairs, electricity, tents, radios, security services, garbage clean up, beer and alcohol orders, catering services to staff beverage gardens, etc…
• Ensure that all contracts are prepared and sent for signing and approval to the Director of Operations in a timely manner
• Ensure that all contracts are properly filed, properly executed and all payments are paid or received in a timely manner and in the appropriate amounts
• Ensure a production schedule is appropriately developed and executed during the festival to ensure proper load in and load out of all supplies and services on site, timely set up and tear down of all infrastructure, and compliance with all laws, by-laws, permits and regulations
• Ensure that a proper set up and tear down crew is assembled to ensure timely set up and tear down
• Work with the appropriate committees to ensure that all vendors (marketplace, food, community fair) are recruited in a timely fashion, fees are paid, proper instructions are provided to them on load in and load out times & rules and regulations, and booths are appropriately assigned and managed
• Work with the beverage committee to ensure that beverage gardens are properly set up, alcohol and water are appropriately ordered, delivered and distributed across the site, the gardens are appropriately staffed, all AGCO regulations and concerns are addressed, etc…
• Planning the overall festival area, assisting with the creation of the master map and circulating it as required
• Coordinate the dissemination of other key logistical documents and track their distribution and various revisions as needed
• Create the Supply & Services Schedule for Pride Weekend and be responsible for coordinating the suppliers in order to achieve the objectives of the schedule
• Schedule various supplier and municipal government site walks and conduct additional site walk as necessary

During the Pride Weekend Street Festival, the Site Logistics Manager will:
• Be the on-site contact for suppliers, assist in the monitoring of equipment delivery and supplies, ensuring timelines are maintained and the inventory is accurate
• Ensure that all rules and regulations of municipal permits and site contracts are followed
• Coordinate all load-out and clean-up services as necessary
• Lead a crew of 20-50 people working throughout the night and will be the point person during this period
After the festival is complete, the Site Logistics Manager will:
• Assist with the reconciliation of supplier accounts and file any/all paperwork
• Compile data and experiential information acquired during the festival
• Assist with statistical cost analyses
• Participate in the festival debrief process, offering opinions on how to improve
Managing Year Round Volunteer Committees
The Site Logistics Manager will oversee the activities of various year round volunteers, set the parameters for recruitment criteria and attend all committee selection meetings as required.
• As directed by the Director of Operations, oversee the budgets for each of the committees, and ensure that they are working within the approved budget parameters.
• Oversee all the committees’ activities during the festival, ensuring the smooth running of all festival operations and logistics.
• Attend monthly Pride Planning meetings for various Pride Toronto staff and volunteers
• Hold regular meetings with relevant committees throughout the month as required

Requirements

Qualifications
• 3-5 years of demonstrated experience in event management or planning (preferably with outdoor festivals) or other comparable experience preferred.
• Ability to be extremely detail oriented but with consistent reference to the ‘big picture’.
• Excellent planning, organizational and problem solving skills
• Experience and knowledge of city regulations, departments and services are a strong asset
• Experience working with street vendors and licensed venues a strong asset
• Education in event planning or management (preferably in relation to festivals) or comparable field a strong asset.
• Excellent people management skills, with demonstrated experience managing, coordinating and providing support to large working teams.
• Excellent communication, interpersonal and problem solving skills
• Excellent mediation/mentoring, team building and negotiation skills
• Excellent organizational, prioritization and multitasking skills
• Demonstrated ability to work in a fast paced, high-pressure environment
• Ability to work flexible hours, including some evenings and week-ends
• Ability to manage multiple projects; independently and as part of a team.
• Experience and knowledge of Toronto’s LGBTTIQQ2SA communities a strong asset
• Not-for profit experience an asset
• Creative, out of the box thinker, with strong project management skills and a ‘can do’ attitude.
• Must enjoy working with people and managing multiple demands from a large team of volunteers

Additional Information

Position Type: Full Time, 6 month contract with option of renewal
Deadline: February 16th, 2010.
Compensation:
TBD
Apply To:
Ben Freeman
Please include : SLM application in subject line.
Email: ben@pridetoronto.com
Fax: 1-877-541-7722
*Present cover letter, resume and references in one WORD document as a single attachment to your email

Date Posted: February 05, 2010