Special Events Coordinator

2 weeks ago

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

We are seeking a highly organized and detail-oriented Special Events Coordinator to join our team at Kamloops Film Society. The successful candidate will be responsible for planning and executing various events, including conferences, meetings, and special events.

Key Responsibilities:
  • Assist in preparing financial reports and budgets for events
  • Promote conference and meeting services or special events to attract attendees
  • Develop marketing and communication plans to increase event visibility
  • Develop media strategies and public relations activities to engage with attendees
  • 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, multimedia 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 management
  • 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
  • Implement registration systems and manage event registration
  • Implement social programs, food and beverage, transportation, and other services for attendees
  • Plan and arrange for accommodation and transportation services for attendees
  • Plan and arrange for trade shows and exhibits
  • Plan schedules, goals, and objectives for events
  • Plan for required documentation and pre- and post-distribution of documentation (itineraries, evaluations, etc.)
  • Research and design special events programs to engage attendees
  • Plan for VIP arrangements and special requests
  • Plan for traffic and crowd control and security measures
  • Plan for social events and guest programs
  • Manage Event Logistics and ensure smooth event execution
  • Project management and coordination
  • Produce reports and evaluations on event success
  • Plan and manage budgets for events
  • Perform data entry and record-keeping for events
  • Professionalism in customer service and communication
  • Record and prepare minutes of meetings, seminars, and conferences
  • Prepare written material such as reports, briefs, and website content
  • Develop communication strategies to engage attendees
Requirements:
  • Bachelor's degree in a related field
  • Experience in event planning, hospitality, or marketing
  • 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
  • Proficiency in Google Docs, database software, MS Office, MailChimp, and social media
  • Ability to work in a fast-paced environment and adapt to changing circumstances
What We Offer:
  • Paid time off (volunteering or personal days)
  • Team building opportunities
  • Support for youths and Indigenous people through government or community programs

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