Event Administrator

Ingaged Creative Productions is an Indigenous marketing, events and creative communications firm headquartered in Fort William First Nation, Ontario, and we are growing Ingaged offers a suite of services that allow us to coordinate events, campaigns and projects from start to finish, including administration, design, communications, products and incentives, printing, reporting and much, much more.

**Event Technician Job Posting**

**About Us**

Ingaged Creative Productions is an Indigenous Marketing, Events and Communications firm headquartered in Fort William First Nation, Ontario, and we are growing Ingaged offers a suite of services that allow us to coordinate events, campaigns and projects from start to finish, including administration, design, communications, products and incentives, printing, reporting and much, much more. We are looking for someone to fill the exciting, people-focused role of _Event Technician._

**Objectives**

This position will require you to be able to support virtual, hybrid and live events. You’ll communicate with project leads, delegates and event staff to create a memorable experience for our clients and their guests from onboarding through to final reporting. From maintaining detailed event and communications plans through to managing registration, audience details and supporting the on-site event team, you will be a detail-oriented administrator for the event staff and design team, as well as a friendly and professional point of contact for guests, speakers, and sponsors.

You will receive ongoing support from our out-of-this-world design team and client project leads and report to the Managing Director. This is a full-time position (35/hrs per week) that **will **include evenings and weekends during and surrounding event dates. Ingaged supports clients across Ontario, requiring multi-day travel, a reliable form of transportation, and the ability to be insured for rental vehicles as a part of this role.

**What does an event look like for you?**
- Shadowing client and project leads during onboarding to compile details of event or project audience, theme, deadlines, needs, services, and products.
- Opening the file and maintaining up-to-date project documents such as event plans and technical agendas as well as other detailed and frequently evolving materials.
- Using a variety of software to draft content and materials such as registration forms, andsurveys as well as make content updates to attendee-facing websites.
- Frequently coordinate with different departments and team members to communicate event and project requirements as well as prepare and attend team meetings.
- Review promotional materials and outreach plans with project leads and our clients to coordinate changes or receive approvals to support time-sensitive processes.
- Tracking and maintaining up-to-date registration and other audience data, including regular reporting to project leads and clients.
- Create short links for sharing and tracking materials, including the compilation of relevant following applicable events or projects.
- Follow up with speakers and special guests to confirm attendance, offer support and prepare relevant materials.
- Support the management and proactive maintenance of information in our in-house database.
- Be accountable including requesting, compiling, testing and tracking materials for event usage.
- Follow up with delegates and applicable guests to assist with registration or other support inquiries on an as needed basis.
- Support the development of and maintain familiarity with multiple agendas, venue and session details as well as other technical requirements to ensure our A/V team and equipment is fully prepared.
- Schedule, attend and support rehearsals or run-throughs as needed.
- Support Virtual, Hybrid and Live Events using a variety of software such as Zoom, Skype, Teams, WebEx, Facebook Live and other streaming as well as be ready to learn how to use or incorporate new features and emerging platforms.
- Setup, arrange and support virtual and hybrid event features such as breakout rooms
- Assist with set up and take down at on-location events. You must be able to safely **lift, move and carry up to 40/lbs** as required.
- Ensure live music and other regulatory compliance at events with the support of virtual and on-site event team members.
- Be highly proficient with digital and paper file organization.
- Be proficient with Microsoft Office software, including Microsoft Word, Excel and PowerPoint.
- Assist with the organization and assembly of large quantities of promotional materials often under tight deadlines.
- Use registration data to support different methods of deliverable distribution, and prepare prize draws and other incentives.
- Occasionally support local delivery, pick-up and courier of applicable materials
- Compile and input relevant data into reports
- Other tasks may be assigned to support internal operations as well as the delivery of events