Event Liaison

Arts Umbrella•Vancouver, BC

19d•Onsite

About The Position

Arts Umbrella is Canada's leading not-for-profit arts education organization for children and youth with locations in Vancouver and Surrey. Through programs in Art & Design, Dance, and Theatre, Music & Film, we deliver nationally and internationally recognized programs that inspire young people ages 2–22 to live creative, authentic, and courageous lives. Each year, we serve more than 20,000 young people across Metro Vancouver and beyond, with nearly 80% participating at no cost thanks to donor-supported programs, scholarships, and bursaries. Our impact extends far beyond our campuses through partnerships with 135 community locations, including schools, community centers, neighborhood houses, healthcare facilities, and remote Northern communities. Together with our partners and donors, we create meaningful opportunities for young people to find their voice, build resilience, express themselves creatively, and realize their full potential. This commitment to access ensures that financial circumstances are never a barrier to experiencing the transformative power of high-quality arts education. At Arts Umbrella, we believe that access to the arts transforms lives and strengthens communities. Our mission is to be a leader in arts education by building community and delivering profound life experiences through innovation, excellence, and inclusivity. Because art makes us better humans. If you are passionate about making a meaningful difference and want to be part of a collaborative, purpose-driven organization where creativity thrives, we'd love to hear from you. The Event Liaison will report to and support the Manager, Rentals & Events in various tasks related to event bookings with the Arts Umbrella facility.

Requirements

Must possess a high school diploma
Minimum 1 year experience in customer service or front-of-house experience in special events, entertainment, or hospitality field, ideally with some supervisory experience.
Exceptional communication and organizational skills
Customer service experience is required, especially within an events setting is an asset
Flexibility to adapt to the changing needs of the events, with a proactive approach to -problem-solving
Ability to multitask and be proactive while performing a variety of event-related support tasks
Ability to work in a high-pressure, fast-paced environment, including evenings and weekends as required

Nice To Haves

some supervisory experience
Customer service experience within an events setting is an asset

Responsibilities

Provides exceptional customer service to all guests and vendors to the building on event day
Assists with arrivals and load-in by facilitating elevator access for vendors and other suppliers
Ensuring clients adhere to their rental agreement which includes access to the space(s) and monitoring client activities
Establishes communication protocols with the client contact for the duration of the event
Assists with the arrival and departure of catering and other suppliers including set-up or clean
Assists with set-up and clean up if required
Liaises with other internal departments within Arts Umbrella as necessary
Reports any unsafe conditions, practices, or injuries in the appropriate manner
Prepares and distributes an end-of-day report via email
Ensures a smooth transition of venue logistics to Student Services or Security at the end of each day
Implements a high standard of customer service from all front-of-house staff including volunteers, box office attendants, ushers, and concession/bar servers by providing training and orientation to their duties at the start of their shift, and overseeing the front of house throughout the event
Provides an excellent patron and producer experience at all times
Coordinates with theater management, technicians, and stage management through headset or radio throughout the event
Coordinates the distribution of printed material, if any, for each performance
Maintains the cleanliness and organization of the lobby and all other relevant areas; communicates with Housekeeping and Facilities as necessary to ensure a clean and safe environment
Delivers the Front of House speech if required, or ensures that the relevant safety information is communicated to the audience by other means
Ensures that the POS devices and front of house computer are secured and charged at the end of the event.
Oversees the safety and wellbeing of patrons throughout the performance, providing leadership in emergencies, including fire alarm warnings and evacuation
Coordinates the exit of patrons at the end of the show, ensuring no patrons or items are left behind
Provides administrative support to the Manager, Rentals & Events on an as-needed basis
Performs related duties as assigned by the Manager, Rentals & Events