Event Coordinator

2 weeks ago

Vancouver, Canada Science World Full time

**Part Time Contract**

**Position: Event Coordinator**

**Reports to: Sales Manager and Supervisor, Sales and Events**

Science World is a BC-based charitable organization that engages the people of British Columbia in STEAM literacy. Our mission is to ignite wonder and empower dreams through science and nature.

Our people are our greatest asset. As part of our team, you will become part of a diverse community that acknowledges everyone’s unique talents and empowers people to do what is right for our visitors and each other. You will work in an environment where we believe in developing our employees and growing their strengths, while focusing on our values: Curious, Playful, Inclusive, Relevant and Collaborative.

**Position Description**

**Responsibilities**
- Work directly with internal stakeholders and external clients to provide day-of-event coordination. Act as their primary contact on the day of the event to ensure client requirements are fully understood and ultimately executed during the event
- Adhere to Facility Rentals policy and procedures and ensure that all external suppliers and vendors adhere to these guidelines
- Work closely with vendors to ensure deliveries, setup and tear down are properly coordinated
- Confer with the Sales Manager and/or Supervisor, Sales and Events to review final requirements and to ensure that the facility is ready for the event as pre-arranged with the client
- Work as the Event In-Charge to oversee the event’s successful execution on the day of the event
- Work closely with the Event Facilitator Team to efficiently set up and take down the event, restoring the rented space for next day operations
- Provide basic A/V service and technical support as originally agreed upon with the client, including the setup and operation of the available in-house A/V equipment
- Provide day-of-event customer service as needed to ensure client satisfaction and overall success of the event
- Ensure the security and safety of the venue, staff and guests during the event. Undertake appropriate action in the event of a fire or other emergencies
- Follow prescribed shutdown procedures for each gallery and individual exhibit at the end of the event
- Complete post-event checklist to document all important information from the event, including staff hours, attendance, issues, damages, etc.
- Maintain a well-organized facility rentals storage area and report any items that need to be replaced or repaired
- Perform other related duties as required to fulfill any changing business needs of this role
- Job Requirements/Qualifications:

- High School Diploma or equivalent
- Experience in event coordination or the hospitality industry preferred
- Possession of Occupational First Aid Level 1 and Serving It Right certifications, or the ability to obtain them
- Excellent customer service and verbal communication skills. Must be able to relate effectively to clients, vendors and colleagues across different parts of the organization
- Must have a polished and professional appearance and mannerism
- Able to respond to emergencies calmly and effectively following established procedures
- Flexible and adaptable. Able to troubleshoot and resolve issues that may arise
- Proficiency with Microsoft Office programs
- Must be available to work flexible hours, including evenings, weekends, statutory holidays, late nights and early mornings, as required dependent on event bookings. Minimum monthly availability is required
- Some heavy lifting is required
- Must have access to reliable transportation to attend work during hours when public transport may not be available
- Salary/Wage: Commensurate with Experience
- Job Application Process:

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