Manager, Event Services
7 months ago
**About MaRS**:
MaRS supports promising high-growth companies to scale their businesses globally, while tackling key societal challenges in areas such as Health, Cleantech, Finance, Transportation, AI, and others. In addition to helping start-ups launch, grow and scale, the MaRS community is dedicated to cross-disciplinary collaboration, commercialization of discoveries, and driving ideas to impact.
We want you to be as successful throughout our recruitment process as possible. Please get in touch with us if there's anything we can do to make your experience more accessible and inclusive, including accommodations for differing (dis)abilities.
**About MaRS Innovation Hubs**:
As the operators behind Canada's leading innovation hub campus, the MaRS Innovation Hubs business is foundational to supporting the overall MaRS mission of helping innovators create a better world. Through developing, curating, operating and programming world-class properties, our work brings together active communities that converge sectors and disciplines to propel Toronto and Canada's innovation economy. The Innovation Hubs business offers a dynamic, multi-faceted work environment with over 1.5 million square feet of purpose-built real estate under active management that includes a unique mix of offices, labs and research facilities, event spaces and retail space, with a tenant roster that includes start-ups, global tech companies, internationally recognized research institutions, capital providers and non-profit organizations.
**About the role**:
MaRS hosts leading edge events and conferences aligned with the MaRS mission of being a hub of innovation, technology and entrepreneurship in Canada. The MaRS Collaboration Centre is comprised of 20,000 square feet of flexible state-of-the-art event space in the heart of Toronto and welcomes 100,000+ guests annually. The Nexus at MaRS Waterfront added a new venue to the events portfolio.
The Manager, Event Services is responsible for the management and delivery of all events including event set-up/strike down logistics, catering, rentals, third party staffing and labour, facilitate site visits in the MaRS Collaboration Centre, the MaRS Centre common areas and tenant amenities, MaRS Waterfront as well as any other spaces outside of the MaRS Centre.
**Key **Responsibilities**:
**Event Planning & Logistics**
- Manage event clients delivering the best service the moment after the event venue agreement is signed to post-event follow-up.
- Act as the central point of contact for the MaRS Innovation Hubs team and its clients to ensure venue set-ups and required labour resources are in place based on the event pipeline.
- Prepare briefing communications for onsite teams to ensure venue spaces, furnishings, fixtures, and equipment match floor plans and contracts.
- Manage inventory of event-related furniture, equipment, and resources; oversee inbound and outbound event-related deliveries.
- Manage vendor relationships with caterers, event furniture rental companies, staffing agencies, etc.
- Ensure that all event staff schedule reflects the event bookings and needs of the business, including porterage, food and beverage service, cleaning, waste management, and security.
- Liaise between the client and the staffing, catering, and rental providers to ensure required scheduling, access, and arrival times are in order before and after each event.
- Communicate onsite policies, procedures, and protocols to clients and vendors regarding venue access, loading dock access, wayfinding signage, accessibility, parking, etc.
- Support the venue's general maintenance ensuring the property is in good working order and placing work orders as required working with the Senior Director on managing any major work required.
- Assist with site visits and venue tours for existing and prospective clients when required.
**Event Execution**
- Manage execution and delivery of events ensuring venue spaces are ready, including but not limited to in-room furniture and fixtures; work closely with the AV team to ensure audio-visual equipment for operation.
- Works closely with the Manager, Event Sales to discuss the event assignments based on the team workload and venue availability.
- Act as the initial point of contact for client and guest arrivals while on site, liaise with internal groups to provide event services.
- Oversee food and beverage service operations, including staff briefings, catering set-ups/teardowns, permits, crowd management, and escalations to third-party vendors as necessary.
- Capture additional event services in the event management system (Ungerboeck/Momentus Technologies) either requested or utilized beyond what's outlined in the pre-existing sales agreement.
- Ability to support onsite set-up, including lifting objects weighing up to 50 lbs. Where needed, specific training and safety protocols will be provided.
- Manage cross-functional communication for internal stakeholders connected to events a
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