special events planner

Work setting

• Associations and non profit organizations
• Arts and culture
• Festival
• Event producer

Tasks

• Administer revenues and expenditures
• Assist in preparing financial reports
• Develop risk management plans
• Promote conference and meeting services or special events
• Develop and monitor emergency security plans
• Inspect and select sites
• Develop marketing and communication plans
• Develop media strategies and public relations activities
• Recruit, hire and supervise staff and / or volunteers
• Prepare, present and manage budgets
• Develop sponsorship, partnership or fundraising programs
• Solicit event donors
• Review bids and negotiate costs
• Determine requirements for hospitality services, signage, multi-media equipment, printing and other technical services, and arrange for and manage contracts for these services
• Arrange for production or purchase of promotional products
• Arrange for shipping, receiving and storage
• Assist in budget preparation
• Assist in site selection and attend to related details
• Co-ordinate and monitor conference and meeting activities and attend to related details
• Co-ordinate media services
• Co-ordinate set-ups, staging, seating, parking, communication systems and other details for special events
• Confirm and co-ordinate speakers
• Implement registration systems
• Implement social programs, food and beverage, transportation, and other services
• Set up and monitor, or arrange for the setting up and monitoring of multi-media equipment
• Plan and arrange for accommodation and transportation services
• Plan and arrange for trade shows and exhibits
• Plan schedules, goals and objectives
• Develop registration systems and information materials
• Plan for required documentation and for pre- and post-distribution of documentation (itineraries, evaluations etc.)
• Research and design special events programs
• Plan for VIP arrangements
• Plan for translation and interpretation services
• Book facilities for office personnel
• Plan for traffic and crowd control and security
• Plan for social events and guest programs
• Develop policies and procedures and attend to other management responsibilities
• Prepare final financial and other reports
• Manage Event Logistics
• Plan and oversee Webinars
• Identify human resources requirements
• Develop and implement business plans
• Supervise office and volunteer staff
• Project management
• Participate in fundraising activities for charity or non-profit organizations
• Market business services
• Develop marketing strategies
• Manage events

Computer and technology knowledge

• Google Docs
• MS Excel
• MS Office
• MS Outlook
• MS PowerPoint
• MS Word
• MS Windows
• Tablet computer
• Keynote
• MailChimp

Area of work experience

• Community service organization
• Conference and meeting planning companies
• Conference centres
• Convention centre
• Multi-purpose facilities
• Professional association or organization
• University or college
• Special events

Area of specialization

• Marketing strategy development
• Digital media

Screening questions

• Are you available for the advertised start date?
• Are you currently legally able to work in Canada?
• Are you willing to relocate for this position?
• Do you have previous experience in this field of employment?
• Do you have the necessary equipment for remote work (i.e. internet, home office, etc.)?
• What is the highest level of study you have completed?

Other benefits

• Free parking available
• Paid time off (volunteering or personal days)
• Team building opportunities
• Parking available
• Variable or compressed work week