Event Planner

A key role within the organization, the Event Planner will work with the Director of Events on the development and implementation, of all events to support and engage members in the science, practice, and education of psychology in Canadian society.

RESPONSIBILITY HIGHLIGHTS:
**Pre-Event Logistics**:

- Provide administrative and logístical support to ensure that all events run at high quality, resulting in member satisfaction, efficiency and cost-effectiveness.
- Facilitate all submission and review processes for the Events department.
- Work closely with the Director of Events on daily tasks and ensuring timelines are kept
- Assist the Director of Events with venue selection, vendor management, supply management and related activities.
- Review and edit the convention program
- Work with the Webmaster & I.T. Governance person to prep for the Scheduling boxes with the google doc
- Work with the Science Director to layout program schedule of all accepted submissions
- Actively seek out innovative and creative ideas for events through research, networking, and continuing education.
- Sponsorship and Exhibitors
- Update sponsorship prospectus for each convention
- Help solicit new sponsors and exhibitors, while continuing to foster relationships with returning exhibitors and sponsors.

**Event Marketing**:

- Work closely with the Communications Specialist to develop and distribute marketing/promotional materials for all upcoming events, including social media and member newsletter.
- Assist in defining the appropriate target audience for each event and responsible for pulling target lists, tracking of all event marketing and corresponding registration analysis.

**On-Site Logistics**:

- Responsible for collaborating with Director of Events and suppliers to ensure the smooth flow of events are achieved without any issues (i.e., venue, F&B, A/V, speakers, exhibitors).
- Oversee the Convention App
- Manage the convention app pre-event and onsite. Ensuring the event schedule is always up-to-date.
- Oversee registration process and desk and volunteers scheduling.

**Post Event**:

- Create, distribute and monitor surveys to evaluate and measure feedback from events.
- Assist Director of Events in defining event analytics to refine future events by analyzing online evaluations and preparing post-event reports.

**Database Management**:

- Ongoing maintenance of the Events Management module of the association management database, including event set-up, registration, marketing and analysis to ensure up-to-date accuracy.
- Act as one of the key contacts for database provider in processing Action Items for trouble
- shooting and process improvements for the Events Management module.

**Travel required across Canada up to four times per year.**

**Skills**:

- Minimum of 5 years of experience in events/hospitality
- Good understanding of event planning, execution of an event and marketing concepts.
- Experience working with databases and online content, such as forms (e.g. MachForms), basic website editing (e.g., WordPress), and association management systems.
- Creativity, originality and initiative in contributing to high-quality educational events and programs.
- Knowledge of database technology and event attendee technology platforms (i.e., virtual platforms, mobile apps, social media, audience participation tools).
- Bilingual communication skills will be an asset.
- Positive attitude, a willingness to work hard with the ability to multi-task.
- Must be able to carry a minimum of 50lbs (event boxes can get heavy) which may include moving heavy boxes.