Special Events Coordinator

4 weeks ago

Kamloops, British Columbia, Canada Kamloops Film Society Full time
Job Title: Special Events Coordinator

Kamloops Film Society is seeking a highly organized and detail-oriented Special Events Coordinator to join our team. As a key member of our events team, you will be responsible for planning and executing various events, including conferences, meetings, and special events.

Key Responsibilities:
  • Assist in preparing financial reports and managing event budgets
  • Promote conference and meeting services or special events to our target audience
  • Develop marketing and communication plans to increase event attendance and engagement
  • Develop media strategies and public relations activities to promote our events
  • Recruit, hire, and supervise staff and/or volunteers to support event execution
  • Develop sponsorship, partnership, or fundraising programs to support event costs
  • Solicit event donors and negotiate sponsorships
  • Review bids and negotiate costs for event services and supplies
  • Determine requirements for hospitality services, signage, multi-media equipment, printing, and other technical services, and arrange for and manage contracts for these services
  • Arrange for production or purchase of promotional products
  • Assist in budget preparation and financial planning for events
  • Co-ordinate media services, including audio-visual equipment and technical support
  • Co-ordinate set-ups, staging, seating, parking, communication systems, and other details for special events
  • Confirm and co-ordinate speakers and presenters for events
  • Implement registration systems and manage event registration
  • Implement social programs, food and beverage, transportation, and other services for events
  • Plan and arrange for accommodation and transportation services for event attendees
  • Plan and arrange for trade shows and exhibits
  • Plan schedules, goals, and objectives for events
  • Plan for required documentation and for pre- and post-distribution of documentation (itineraries, evaluations, etc.)
  • Research and design special events programs to meet the needs of our target audience
  • Plan for VIP arrangements and special requests
  • Plan for traffic and crowd control and security measures for events
  • Plan for social events and guest programs
  • Manage Event Logistics and ensure smooth event execution
  • Project management and coordination of event activities
  • Produce reports and evaluations of event success
  • Plan and manage budgets for events
  • Perform data entry and record-keeping for events
  • Professionalism in customer service and communication with event attendees and stakeholders
  • Record and prepare minutes of meetings, seminars, and conferences
  • Prepare written material such as reports, briefs, and website content
  • Develop communication strategies to engage with event attendees and stakeholders
Requirements:
  • Experience in event planning and coordination
  • Excellent communication and interpersonal skills
  • Ability to work under pressure and meet deadlines
  • Attention to detail and organizational skills
  • Ability to multitask and prioritize tasks
  • Knowledge of event planning software and tools
  • Ability to work independently and as part of a team
  • Flexibility and adaptability in a fast-paced environment
What We Offer:
  • A competitive salary and benefits package
  • Opportunities for professional development and growth
  • A dynamic and supportive work environment
  • A chance to work with a passionate team of event professionals

Kamloops Film Society is an equal opportunities employer and welcomes applications from diverse candidates. We are committed to creating an inclusive and accessible work environment.

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