Event Specialist, World Tour

The Opportunity

The Event Specialist - Tour is a key role on the Banff Centre Mountain Film and Book Festival that supports the strategy and execution of live and virtual events. This role supports the logistics, administration, and operations, and ensures the successful execution of all tour programming worldwide.

Roles and Responsibilities

Reporting to the World Tour Manager, below are some key accountabilities:

Communication

• Regularly initiates extensive external contact with potential and confirmed national and international tour hosts, venue technicians, sponsors and media companies in all matters regarding live and virtual tour event production and promotion, film content and programming, and film delivery.
• Engages in extensive internal contact with staff of other departments especially the marketing, production and finance team concerning methods, approaches and delivery methods of the tour programs.
• Acts as the primary point of contact and facilitates communication with other Banff Centre departments, employing effective problem-solving methods in order to resolve issues and concerns.

Tour Programming & Scheduling

• Plans, organizes, coordinates, and arranges production details and logistics related to effective and efficient delivery of live and virtual World Tour programs world-wide.
• Plans, schedules, and coordinates tour locations for live screening events to maximize tour efficiency and host success (minimizing travel costs, addressing host requests, ensuring on site staff schedules are appropriate, etc).
• Identifies, organizes, implements, and delivers all logistical requirements related to on-site coordinator training and tour departures/returns.
• Creates and processes all tour host contracts for all live and virtual world tour screenings in support of the World Tour Manager and Director, Festival & World Tour.
• Prepares paperwork relating to financial and contractual components of the World Tour (sessional staff agreements, travel authorizations, independent worker contracts for on-site coordinators).
• Organizes all initial and ongoing logistical requirements of World Tour programs with Banff Centre departments and all external stakeholders.
• Establishes and plans project management frameworks in support and consultation with the World Tour Manager to ensure effective program delivery.
• Ensures that World Tour programs operate within Banff Centre policies, procedures, and guidelines. Attends and evaluates screenings as assigned.

Financial Responsibilities

• Executes all travel requirements for on-site coordinators, ensures bookings and procedures are in accordance with Banff Centre polices.
• Tracks deadlines and ensures that all documents and reports are prepared in compliance with the terms and conditions of the agreements within the designated timelines.
• Initiates invoicing for all tour screenings world-wide according to Banff Centre policies. Financial responsibilities include preparation and submission for a variety of financial elements (purchase requisitions, Banff Centre purchasing cards, cheque requisitions, and other required documents.)
• Researches and develops the required information for the World Tour program budgets and project information. Monitors budgets and expenditures through approved tracking systems
• Provides financial guidance to Onsite Coordinators for Banff Centre policies and procedures.

Administrative Duties

• The position assists the World Tour Manager and Director, Mountain Culture in all areas of World Tour program administration and coordination.
• Creates, distributes, and reconciles evaluation and feedback information from internal and external partners.
• Addresses and distributes information as needed, and compiles information into report form.
• Maintains accurate records management systems in alignment with standards and procedures required by Mountain Culture and Banff Centre.
• Prepares and reviews external partner contracts (onsite coordinator) to ensure that all budgetary, legal, and logistical requirements are met by the language of the contract.
• Provides training on Banff Centre procedures and policies sessional staff and independent contractors, volunteers, faculty, and other program-related staff positions.

Qualifications and Educational Requirements

• Completion of a college or university degree in business, project management or event production
• 3+ years’ experience in project management or event production, working in an administrative capacity.
• Specialized training in event planning, and/or hands-on experience in a festival or special event environment, is an asset, in particular film festivals or touring events.
• Project and production scheduling skills are essential.
• Proven event management skills in a fast-paced work environment
• Demonstrated experience working with a broad range of internal and external stakeholders is essential.
• Ability to work independently, to lead by example, to problem-solve, and to communicate effectively, while working cohesively within a dynamic team.
• Strong analytical, writing, and interpersonal skills are required.
• Effective under pressure with the adaptability to shift priorities in an environment with competing simultaneous requests and high-volume workloads.
• Proficient with Microsoft Office programs, and competent working with custom software programs and using internet and web-based communication methods, adept at new technologies, software applications, and digital platforms.

Employment Terms & Benefits

• In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500-hour probationary period.
• The annual salary for this position is between $56,388.80 - $59,196.80, depending on experience, based on working 40 hours per week.
• The successful candidate will have access to a range of benefits through Alberta Blue Cross and will be eligible to participate in our defined benefit pension plan.
• Benefits of working at Banff Centre are:Transitional staff housing options (based on availability)Professional developmentStaff cafeteria and restaurant discountsEmployee Assistance PlanOnsite fitness facility at a discounted rate – first month free for new staff!