Events Coordinator

PRIMARY PURPOSE:
The Events Coordinator for Downtown Grimsby BIA will play a key role in planning, organizing, and executing engaging events to foster community spirit and drive economic growth in the area. This role is responsible for managing all aspects of special events and projects, including vendor coordination, volunteer management, sponsorship, grant writing, and day-of event execution. The Events Coordinator will work closely with the Marketing and Graphics Coordinator to ensure cohesive branding and effective promotion.

DETAILS:
Start Date: June 2 - August

Employment Duration: 8 weeks

KEY ACCOUNTABILITIES:
Project & Event Management:

- Plan, coordinate, and execute a range of events, including seasonal festivals, community celebrations, and promotional activities.
- Develop comprehensive event plans, timelines, and budgets, ensuring alignment with project goals and BIA objectives.
- Oversee day-to-day event logistics, coordinating setup, event flow, breakdown, and addressing any challenges that arise.

Outcome Tracking & Post-Event Evaluation:

- Conduct post-event evaluations by gathering feedback from attendees, volunteers, and vendors.
- Create detailed reports analyzing event outcomes, community engagement, attendance, and areas for improvement.
- Develop recommendations to enhance future events and increase community impact.

Vendor & Volunteer Management:

- Source, negotiate, and manage vendor contracts, ensuring reliable service and high-quality event support.
- Recruit, train, and supervise volunteers to assist with event operations, ensuring adequate staffing and clear roles.
- Build and maintain positive relationships with local businesses, sponsors, and community partners.

Sponsorship & Grants:

- Develop sponsorship proposals, negotiate terms, and foster relationships with sponsors to maximize engagement and funding.
- Manage event budgets and track spending to ensure financial objectives are met and ROI for sponsors is optimized.

Marketing Coordination:

- Collaborate with the Marketing and Graphics Coordinator to develop cohesive promotional campaigns for each event, including social media, print, and digital advertising.
- Contribute to content creation by providing event highlights, descriptions, and updates, helping ensure effective communication with the community.

Health, Safety, and Accessibility Compliance:

- Ensure all events comply with health, safety, and accessibility standards, creating an inclusive environment for all attendees.
- Coordinate with relevant authorities and vendors to implement necessary health and safety measures.

Day-of Event Execution:

- Serve as the main point of contact on event days, coordinating all elements to ensure a seamless and enjoyable experience for attendees.
- Troubleshoot issues as they arise, maintain open communication with vendors, volunteers, and staff, and manage any logístical adjustments as needed.

Community Outreach & Networking:

- Engage with local community groups, non-profits, and neighbouring BIAs to increase event visibility and partnerships.
- Build networks to encourage community participation and expand the reach of Downtown Grimsby events.

Administrative & Additional Responsibilities:

- Maintain accurate records, including event expenses, attendance, and sponsorship details.
- Support the Executive Director with additional projects or initiatives that align with the Downtown Grimsby BIA’s mission.
- Perform other duties as assigned to contribute to the success of the BIA’s events and programs.

Please note: All employees of Downtown Grimsby are expected to follow Company Health and Safety policies, procedures, and work practices at all times, including participating in related training.

PROGRAMS / SOFTWARE USED:
Adobe Suite, Figma, Microsoft Dynamics CRM, Microsoft SharePoint, Microsoft Project, and Microsoft Office. (Please note, no prior experience is required for Microsoft programs, and access to programs/software is provided by Downtown Grimsby).

QUALIFICATIONS:

- Education: Diploma or degree in Event Management, Marketing, Communications, or a related field.
- Experience: Minimum of 2 years in event planning or a similar role, with a preference for experience in community-focused events.
- Technical Skills: Proficiency in Microsoft Office Suite and familiarity with project management tools.

Attributes:

- Strong organizational and multitasking skills, with a proactive, solution-oriented approach.
- Excellent communication and interpersonal abilities, with experience managing a team of volunteers or coordinating with multiple stakeholders.
- Flexibility to work evenings and weekends for event coverage.

ELIGIBILITY REQUIREMENTS:

- Must be between 18-29 years of age.
- Must be enrolled in part-time or full-time studies at a Canadian post-secondary institution.
- Must be a Canadian Citizen or Permanent Resident.
- Must be able to work full-time for a duration of 14 weeks.

Must be a member of at least