Event Coordinator

Description

The Role:

Reporting to the Manager of Events & Outreach, the Event Coordinator typically is assigned events and leads all activities related to those events on the Square both in the office and on site. As the primary contact for all client requirements, the successful applicant’s responsibilities include (but are not limited to) procurement of services, rentals and staffing, communication with internal and external stakeholders and supervising onsite activities throughout the client’s occupancy of the facility.  The successful candidate will be expected to investigate the opportunities, initiate new contacts and support the events from community and commercial clients.

Event Coordinators are the primary liaison for the event organizers and the Square’s suppliers, throughout the planning process and during activations. They work alongside other full-time and seasonal Event Coordinators.

Specific Responsibilities:

• Act as the primary client service contact throughout the assigned event(s).
• Support clients in determining event requirements and ensure proper use of facility and successful event execution.
• Prepare initial quotations for services, including suppliers and rentals, and obtain authorization from clients, review and track all additional services/charges for events.
• Provide timely and pertinent updates to the Manager of Events & Outreach regarding events and delivery of services.
• Effectively manage the flow of information between Sankofa Square and clients, including identifying and communicating critical paths, forwarding forms/ guidelines/ invoices and ensuring deadlines are met.
• Prepare information related to client billings, review with Manager of Events & Outreach and clarify billing matters with Finance staff.
• Prepare detailed Show/Event Information document for internal distribution.
• Ensure compliance with City and Sankofa Square guidelines.
• Participate in Health & Safety programs.
• Conduct risk assessments for larger scale festivals.
• Identify areas of concern for safety/emergencies and take practical steps to mitigate or eliminate issues, where possible.
• Prepare post show/event analysis for future planning purposes.
• Oversee occupancy of facilities from load-in to load-out to ensure compliance with agreements and other terms and conditions governing the facility occupation.
• First point of contact for new and prospective event applicants, explaining Sankofa Square mandates, timelines and requirements.
• Assist Manager of Events and Outreach with the event application process and booking calendar.
• Act as Artifax administrator building and maintaining the client and event database.
• Ensure effective relationship management of existing accounts and develop new accounts by engaging potential clients and understanding their needs. Driving sales, business development activities and building strategic relationships.
• Gather feedback and make recommendations for strategic sales and promotional opportunities.
• Conduct tours of facility for potential clients, answer questions and provide information regarding facility capabilities, policies and procedures and assist clients in finalizing booking arrangements.
• Manage the general voicemail box for general enquiries, and the email [email protected] account, providing timely responses to enquiries and forwarding information to Senior Management as appropriate.
• Perform other duties as assigned by the Manager of Events & Outreach.

The Work Environment:

This role will work standard business hours, with some evenings and weekends to support Sankofa Square events/programming. Please note that this is a HYBRID position, meaning staff may be required to work remotely/from home, and in-office/onsite at Sankofa Square. As such, candidates must be located in or around Toronto, Ontario and have easy access to our location in Downtown Toronto. A laptop will be provided for remote working.