Events Coordinator

The Corporation of the Town of Penetanguishene•Penetanguishene, ON

1d•CA$0 - CA$37•Onsite

About The Position

The Town of Penetanguishene is a picturesque bilingual community with a population of approximately 10,000, located on the southerly tip of beautiful Georgian Bay. Reporting to the Recreation Supervisor, the Events Coordinator is responsible for the overall development, delivery, promotion and evaluation of a variety of municipal events. The Coordinator is integral to the management and approval of third party events on municipal property as they are the main point of contact and often approval authority ensuring that event related liabilities are identified and managed appropriately.

Requirements

Post-Secondary Diploma or Degree in Event Planning, or a related field
Minimum two (2) years’ experience in event planning
Experience working with budgets
Superior computer skills including word processing/spreadsheet software, web content, internet and email programs, marketing and social media and related office equipment.
Excellent public relations and interpersonal skills.
Exceptional time management and organizational skills and be able to deal with multiple priorities.
Excellent verbal and written communication skills.
Good financial management skills.

Nice To Haves

Bilingualism (English & French) would be considered an asset.

Responsibilities

Develop and deliver a variety of municipal events that appeal to the varying interests of residents and draw tourists to the Town.
Coordinate event promotions and advertising.
Develop and implement strategies to engage local business and organizations in municipal events.
Collaborate with local tourism partners to optimize tourist related activity and experiences.
Develop operation plans for large municipal events involving all Town departments and assign duties to recreation & community services staff for effective event implementation.
Source and book a variety of entertainers that meet the changing needs of the event and its attendees.
Source and book vendors.
Liaise with the Town’s insurer to ensure appropriate insurance coverage is in place for all aspects of each event.
Apply for and secure required permits with the building department, Alcohol and Gaming Commission of Ontario and Public Health.
Arrange for equipment rentals (fencing, barricades, stage, furniture, porta-potties, etc.).
Facilitate post event debriefs and evaluations to manage identified risks and make continuous improvements for the evolution of traditional events.
Seek and respond to attendee feedback.
Assist with the recruitment, training and coordination of event volunteers.
Ensure existing policies, procedures, and forms are accessible and adhered to.
Assist with the preparation of Council reports to provide information and seek direction.
Assist in the preparation and effective management of event specific operating budgets including expenses and maximizing generating event related revenue.
Develop and manage sponsorship programs.
Research, prepare, and submit grant applications for event funding.
Manage successful grant timelines, submitting required documents and reports.
Help to guide third party groups such as volunteers, community organizations, and businesses in the planning, organization, and promotion of third-party events on Town property and facilities while ensuring compliance with all Town and other legislative requirements.
Process third party event applications and coordinate with other municipal departments to ensure liabilities are addressed.
Coordinate with community services to ensure public safety, ex. OPP, SMDHU, Fire.
Assist with the preparation of reports for Council where Council approval is deemed necessary for larger events or those that carry greater liability.
Promote the availability of Town facilities with third parties.
Ensure third parties are complying with all municipal policies and laws.
Other duties as assigned.