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Event Co-ordinator

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Job Order #: 5712467

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Full/Part Time
Grade 12
No Experience
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WA WA Shriners is looking for an Event Coordinator for their Regina Hall. The Event Coordinator is the lead employee for promoting the facility, rental of the facility, hiring event staff and coordination of the rental events. The facility consists of a large auditorium/hall with a capacity of 200-300 persons, a smaller hall with a capacity of 100 and a boardroom with a capacity of 20.  When not in use by the Shriners the hall is available to rent out for weddings, business meetings, social and other events.  

The event coordinator will be responsible for:

1. Promotion and marketing of the facility by advertising, attendance at bridal and other trade shows and networking with corporate and governmental agencies.
2. Be the direct point of contact with potential renters which includes meeting with them to show the facility, define requirements and sign rental agreements.
3. Meeting with the renters prior to and after the event to finalize the details and the invoice.
4. Hiring and supervising the event staff which includes an event supervisor, security, bussers, bartenders and setup/teardown staff.
5. Submitting contracts and payroll information to the Recorder (Office Manager).
6. Submitting regular reports on the rental and marketing activity to the Recorder (Office Manager).
7. Recommending changes in rental rates and policies to the Recorder (Office Manager).

Conditions of employment:

The position is located in Regina, SK
The work week is 30 hours/week (under review) with a flexible workday schedule to reflect the requirements of the job such as meetings with clients, weekend and evening events and attendance at trade shows.

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Skills and Abilities

Essential Skills
 - Reading text
 - Document use
 - Numeracy
 - Writing
 - Oral communication
 - Working with others
 - Problem solving
 - Decision making
 - Critical thinking
 - Job task planning and organizing
 - Finding information
 - Computer use
 - Continuous learning
 - Significant use of memory
Additional Skills
 - Hire, train and supervise support staff
 - Ensure compliance with required by-laws
Type Of Experience
 - Special events
 - Conferences / meetings
Planning and Management Skills
 - Address language and cultural issues
 - Review bids and negotiate costs
 - Promote conference and meeting services or special events
 - Prepare, present and manage budgets
 - Prepare final financial and other reports
 - Plan for social events and guest programs
 - Plan for traffic and crowd control and security
 - Plan schedules, goals and objectives
 - Plan and arrange for trade shows and exhibits
 - Develop marketing and communication plans
 - Develop media strategies and public relations activities
 - Determine requirements for hospitality services, signage, multi-media equipment, printing and other technical services, and arrange for and manage contracts for these services
 - Arrange and manage contracts for entertainment, activities and attractions for special events
Main Responsibility
 - Co-ordination
Number of Participants and Length of Activity
 - 200-400 participants
Coordination Skills
 - Administer revenues and expenditures and assist in preparing financial reports
 - Set up and monitor, or arrange for the setting up and monitoring of multi-media equipment
 - Implement social programs, food and beverage, transportation, and other services
 - Coordinate and monitor conference and meeting activities and attend to related details
 - Assist in budget preparation
 - Arrange for shipping, receiving and storage
Business Equipment and Computer Applications
 - Windows
 - Word processing software
 - Spreadsheet software
 - IBM and IBM compatible
 - Data base software
 - Computer terminal
 - Audiovisual equipment


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