Event Coordinator, Contract

1 month ago


Vancouver, Canada TED Conferences, LLC Full time

**Job Description**:
This is a short-term contract role for pre-production and onsite support at TED2024 in Vancouver, BC. You may be asked to work some or all of the onsite dates between April 8-19, 2024. The hourly range for this role is $23 - $26 / hour.

TED is looking for a Contract - Event Coordinator (events + exhibits) to join the Experience Production team. This is an opportunity for a contractor to support the production and execution of our exhibits program at TED2024.

The Contract - Event Coordinator is well-rounded with industry expertise in creating, designing, and bringing to life experiential exhibits. You will have substantial working knowledge and experience in the events industry, administration and project management skills, strategic thinking, a flair for creativity, and a passion for excellence.

You will support TED with sourcing and securing a variety of services and goods. The responsibilities will involve administrative support, order management, logístical coordination, budget management and reconciliation, and working with the TED exhibits lead to deliver, execute, and fulfill contracted services and goods.

**RESPONSIBILITIES**
- Work with TED experience production lead to bring exhibit concepts to life and ct as the main point of contact for exhibitor logistics.
- Assist with components of contracting approved vendors, including negotiation, contracting, and invoicing, ensuring accuracy and quality control.
- Track, maintain, report and reconcile budgets.
- Liaise and maintain vendor relationships, ensuring accuracy and quality control.
- Maintain change orders and day-to-day communications.
- Provide consistent updates and progress reports to ensure projects are delivered efficiently and on schedule.
- Work with internal and external stakeholders in coordinating their activation needs.
- Source, consolidate and place orders for front-of-house needs, including but not limited to: Custom builds, decor, fencing, flooring, florals, furniture, signage, structures, tenting, walls, etc.
- Consolidate orders for back-of-house technical needs, including AV, computers, electrical, IT, lighting, plumbing, radios and rigging.
- Complete all necessary logistics as required including shipping, deliveries, load-in and load-out logistics, setup and tear-down, and production schedules.
- Input and update event details and maintain event databases, presentations and other documents on a regular and ongoing basis.
- Willingness to contribute where required to ensure the overall effectiveness of the team.

**Qualifications**:

- Degree or diploma in event management, hospitality, project management or similar discipline or combination with relevant work experience.
- Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach.
- Strong project management skills; ability to juggle multiple projects and stakeholders with competing deadlines and re-prioritize as needed.
- Confidence in vocalizing and raising concerns when needed.
- Knowledge of event production for large-scale events.
- Motivated and enthusiastic work style.
- Proficient in: MS Office, Google Docs, and Airtable.

Additional Information

All your information will be kept confidential according to EEO guidelines.



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