Events Coordinator

2 months ago

Calgary, Canada Vivo for Healthier Generations Society Full time

**Organization Overview**:
At Vivo we are a charitable enterprise on a mission to raise healthier generations in Calgary and beyond. We want Canadians of all ages to achieve their optimal health at home, school, work and play. We’re creating local, evidence-based solutions to support individuals and whole communities be more active and connected by charting a course to make 10% shifts - shifts in people’s lifestyles, shifts in the care and design of communities and shifts in decision making at organizational and government levels.

With the support of new experiences and innovative built environments created with and for the community, their success stories will be proof of our mission in action. They’ll serve as powerful motivation for others, in Calgary and across the nation, to make their own changes for life.

**Role**:
**This role is approximately 20 hours per week primarily during evenings and weekends to support busy booking times and large events. As events increase, this role will increase in alignment.**

**Reports to**:Guest Experience Manager

**Responsibilities**:

- Communicate and connect with our current and prospective event groups to determine their needs. Build strong relationships with external and internal customers.
- Deliver an amazing client experience making our clients feel valued by promptly responding to all requests within predetermined service levels.
- Owning the customers experience and ensuring all members of the Vivo team who will impact the experience know what the wishes are of the guests and how to seamlessly provide a memorable experience.
- In collaboration with the Guest Experience Manager, establish solid working relationships within the team and other departments to ensure a cohesive working environment in regard to events and competitions.
- Work in collaboration with Operations Team for Events, Truck Events, Tournaments and parking space allotment.
- Assist in the facilitation of annual special events such as Canada Day and Provincial holidays to create and explore opportunities for involvement in additional to support community events.
- Assist the Guest Experience Manager in regard to development, implementation of competition and event policies, procedures and standards.
- Communicate all resourcing requirements to the Vivo manager team, and clients including staffing requirements, space, times, set up, adjustments.
- Be knowledgeable in facility rental trends, pricing and best practices.
- Be willing to adapt and change customer service delivery, process and procedures to be lean and customer oriented.
- Create event packages with all details pertinent to the booking, including, but not limited to floor plans, set-up and takedown requirements, event summary details.
- Act as the onsite point of contact for Vivo during the events to ensure a seamless start to finish of their event from time of booking to execution and evaluation of the event.
- Ensure accurate completion of facility rental bookings for internal meetings and event groups including special events, school groups, birthday parties, meeting rooms, including obtaining necessary insurance, waivers, invoices and accounts receivables.
- Assist with the evaluation on an ongoing basis for events focusing on pricing and ambiance with other like facilities.
- Assist the Guest Experience Manager with the creation of the yearly events schedule and allocation of employee coverage for a seamless start to finish process.
- Special event coordination which includes initial request, conflict resolution and data entry, confirmation of event, set up and electronics request, communication to employees & sport partners, event day support and final invoicing of host group.
- Post event evaluation & follow up with event organizers, employees and keep reports on successes and opportunities to improve future event.
- Creation of an event committee to communicate needs of the event to various departments to ensure they can deliver appropriate services and resources for a successful event.
- Work with the Sales and Marketing department to ensure we are promoting the event through the various mediums possible. (Newsletters, electronic signs, board packages )
- Provide recommendations for facility rental process improvements and operational policies that center’s around the customer experience and increased productivity.
- Track and monitor all event revenue; weekly, monthly and annually and provide an update as to the discrepancies and areas of opportunity.
- Assist the Manager in the development of the facility rental’s annual operational budget and understand and monitor key components that influence targets and revenue generation. Propose and implement improvements to the event budgets.
- Ensure that the event areas of responsibility are performed within budget and assist with the development and monitoring of program financials, budget, statistical reports, & research for all events and space.
- Complete the da

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