Agricultural Service Board Tour Event Planning Advisor

Job Location242006 Range Road 243, Wheatland County, Alberta, T1P 2C4, CanadaPosition titleAgricultural Service Board Tour Event Planning AdvisorDescriptionThe Agricultural Service Board (ASB) Tour Event Planning Advisor is a contract, part-time role that sits on the ASB Tour Detailed Planning Committee and provides advisory support focused on the logistics and execution of the July 2026 ASB Summer Tour, scheduled to be held July 14–16, 2026. This position advises and supports the Committee and County staff, who are responsible to the ASB Tour Executive Committee (made up of members of the Wheatland County Agricultural Service Board), for planning and delivering the tour.The ideal candidate brings substantial event-planning experience (preferably prior ASB Summer Tour experience in Alberta), a strong understanding of agriculture and rural communities, and the ability to provide practical, cost-conscious guidance to help the Committee deliver a safe, high-quality delegate experience. Local knowledge of Wheatland County’s agricultural industry, people, and practices is considered an asset.Responsibilities* Provide expert advice to the Detailed Planning Committee on event logistics and execution (e.g., itinerary flow, registration processes, transportation staging, meal-service timing, venue layout, AV/IT checks, safety considerations, and contingency plans).* Collaborate on and support Committee decision-making on venues, routes, suppliers, schedules, and on-site operations.* Participate in select site visits or virtual walk-throughs to flag logistics (bus access/egress, timing, wayfinding, washrooms, catering/staging areas, shade/inclement-weather shelter, accessibility).* Help refine high-level contingency plans and playbooks (e.g., weather, bus delays, medical incidents, speaker cancellations), ensuring required roles are assigned to County/Committee event planning and execution leads.* Advise on tour-logistics aspects such as public safety, traffic-management coordination, and basic emergency-response protocols for adoption by Administration.* Attend (in-person or virtually) and be an active participant in regular committee meetings (anticipated bi-weekly, or weekly as the tour dates approach); provide succinct updates and checklists; collaborate respectfully with County staff and other Committee members.* Be available in an advisory and participatory capacity, as needed, during key event days to help troubleshoot logistics alongside other County/Committee tour event and functions leads.* Coordinate through the Committee Chair and other planning team members to align advice with budgets, policies, and approvals. There will be no direct authority over budgets, staff, or contracts.* Align advice and efforts with applicable County policies, procedures, and Occupational Health and Safety expectations; escalate any identified risks for Committee/Administration direction.Qualifications* Demonstrated event-planning/execution experience for large, multi-day events; direct ASB Summer Tour planning experience in Alberta is strongly preferred.* Strong understanding of the agricultural sector and rural community dynamics.* Excellent interpersonal and communication skills; able to convey clear, actionable recommendations and checklists.* Proven ability to analyze logistics, identify risks, and propose practical, budget-aware solutions.* Proficiency with common communication and planning software tools (e.g., MS Office Suite; schedules, budgets, checklists).* Valid Class 5 Alberta driver’s licence (or equivalent).* Ability to work effectively and collaboratively as part of a team.* Contract, part-time, advisory role with variable hours tied to planning milestones and key meetings; increased availability (within contract budget) is recommended in the months leading up to and during the July 2026 tour dates.* Mix of remote work, County office meetings, and occasional local site visits; some evening/weekend meetings may be required to accommodate stakeholders.* Must adhere to County safety expectations while attending site visits or working on-site during the event.* Travel within Wheatland County and nearby locations as required (reimbursable terms per contract, if applicable).**Contract & Compensation:**This is a professional services contract with a not-to-exceed budget of $10,000 (inclusive of all fees and expenses). Proposals will be evaluated on relevant experience and hourly billing rate (and other expenses as applicable), which will influence the number of hours available within the $10,000 maximum.
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