Event Coordinator - Position Information
- Vancouver, Canada
- Full Time
- # of Positions:
Work at VFS
There is no such thing as an ordinary day when you work at Vancouver Film School. It’s a creative and fast-paced environment where you’re part of recruiting and educating the next generation of actors, filmmakers, video game developers and creative thinkers. Our unique culture is all about celebrating the pure passion and unwavering perseverance of our students as they go through their own amazing personal journeys towards a career in the entertainment arts. Constantly evolving and updating to meet industry demands, VFS believes results matter, and that extends from our classrooms and experienced faculty to our hard-working marketing, admissions, and support departments — and well beyond. If you’d like to join our team, simply browse the open positions below. If none of them seem to fit your particular skillsets, but you think you belong at VFS, apply here. We can’t wait to hear from you.
You are an enthusiastic, high-energy individual ready to create and support events that are both remarkable and memorable, but above all deliver real marketing results.
Reporting to the Event Manager, the Event Coordinator will provide critical support to all world-class events offered at VFS. The successful candidate will have some experience in planning and executing successful events for diverse audiences, with a desire to learn more and grow in the field.
This demanding role relies on your attention to every detail and your ability to work in a high-pressure environment while collaborating closely with numerous stakeholders.
You are responsible for supporting events and promotions within the Marketing Events team, and attending events as needed. You will be accountable for all event-related matters and must be willing to work evenings and weekends. Solid communication with the Event Manager and Director of Marketing is the key to success in this role.
VFS runs multiple events at any given time, including open houses, conferences and expos, guest speaker presentations, summer and spring educational programs, tradeshows, workshops and more.
- Support all events and promotions as directed by the Event Manager. This will involve logistical support and execution of specific events as assigned.
- Liaise with Directors, Heads of Departments, and Admissions staff to coordinate events.
- Pre-event: Meetings and relationship building with event stakeholders:
- Pre-event: Work with Event Manager on event budgets and forecasting of event costs.
- Pre-event: Identify event risks, and develop plans to help mitigate identified risks through contingency strategies and planning.
- Pre-event: Maintain the calendar of events and, with the Events Team, work towards long-term planning of events.
- Pre-event: Conduct research to identify new event opportunities.
- Pre-event: Work closely with the Marketing team to ensure all event deliverables from writers, designers, the web team, media, and other marketing team members are clearly detailed, planned for well in advance, and delivered on time.
- Pre-event: Prepare event programs and schedules.
- Pre-event: Set up and manage event registration and communications with attendees.
- Pre-event: Ensure venues are sourced, and all catering, audiovisual, technology, security, rental and merchandise needs are met through the events team.
- Pre-event: Negotiate agreements with outside providers to ensure lowest cost and highest quality of service.
- Pre-event: Develop event sponsorship strategies, and prepare sponsorship proposals.
- Pre-event: Identify, engage, secure and service appropriate sponsors for select events.
- Pre-event: Work closely with Accounting to process event registration payments.
- Pre-event: Identify, engage and maintain communications with event speakers. Ensure they are briefed and prepared to provide effective presentations and materials.
- Pre-event: Various administrative duties including preparing nametags, event materials, packages, gift bags, registration lists, booking travel and accommodation arrangements.
- Pre-event: Keep track of event finances including payment requests, invoicing, and reporting.
- At the event: Work with team members, event volunteers, vendors and contractors to successfully execute all aspects of the event on the delivery day.
- At the event: Manage registration and attendee check-ins on day of events.
- At the event: Serve as liaison with vendors, guests, attendees, and VFS stakeholders on all event-related matters.
- At the event: Plan, oversee and direct event set up and tear down.
- Post event: Provide analysis, budget reports, and gather participant feedback through formal event surveys.
- Other duties as assigned by the Event Manager and/or the Director of Marketing.
- Post-secondary education and certification in Event Management or related field is highly desired and will be looked upon favorably.
- One year of direct experience leading event design, planning and management of conferences, expos, tradeshows, exhibition, open houses, workshops and short educational programs and similar events is required.
- Experience in delivering events for a post-secondary educational institution is an advantage.
- Preference is given to a candidate with practical experience collaborating with a diverse team of creatives to deliver an event.
- Ability to speak in public and on stage to an audience.
- Ability to solve problems independently and under pressure.
- Ability to coordinate the efforts of team members in support of an event.
- Superior organizational and time management skills.
- Demonstrated capacity for accuracy, attention to detail, and thoroughness.
- Excellent written and verbal communication and interpersonal skills.
- Demonstrated good judgment and initiative.