Festival Events Coordinator

OPPORTUNITY TYPE: Fixed-Term

EMPLOYMENT PERIOD: February 24 – May 9, 2025

REPORTS TO: Festival Events Manager

APPLICATION DEADLINE: February 10, 2025

JOB DESCRIPTION

The Events Coordinator provides administrative and production support to the Hot Docs Events Team by assisting the development of events and venue planning for the Hot Docs Canadian International Documentary Festival (April 25–May 5, 2024). In addition, this role will work closely with the Festival Events Manager to aid in the planning and execution of engagement opportunities for industry delegates and members of the public.

This is a hybrid position, including in-office work days. Therefore, work hours may fluctuate from week to week and may include weekends right before and during the Festival.

KEY RESPONSIBILITIES

Event Planning & Logistics:

• Assist in the research, planning, logistics, sourcing, and implementation of logistical and operational details related to networking events, including venues, suppliers, permits, etc.;
• Conduct venue site visits, walk-throughs, and meetings to assess operation needs and accessibility;
• Coordinate and administer equipment inventory, signage, and rentals, helping to establish a timeline for set-up, tear-down, returns, while creating/upkeeping all relevant tracking & process documents;
• Coordinate any on-site event partner and sponsor activations ensuring that activations comply with venue operations and legal guidelines;
• Provide onsite support for venue setup, event execution, and strike to ensure everything runs smoothly and on time, including liaising with partners, vendors, deliveries, and volunteers;
• Other related duties as required and assigned.

Communication & Deliveries:

• Assist in the creation of event briefs, hour x hour, and run-of-shows including timelines, schedules, workflows, communication and reporting pathways, documentation, relevant tracking, and other specifics;
• Provide communications support with internal teams, suppliers, sponsors and partners to ensure events and activations are executed within scope and budget while adhering to strict project timelines;
• Coordinate the delivery and strike of venue inventory and equipment including timely and clear communication of the delivery schedule to venue contracts, staff, & relevant departments.

Administration:

• Inserts all relevant dates/times/information into the shared database and disseminates event information to various departments;
• Assist in the documentation of team workbacks, budgets, contracts, partner and sponsor agreements, project files, and supporting paperwork;
• Arrange and organize distribution of event flow documentation and other support documents;
• Complete a post-mortem detailing successes, challenges, and suggestions for the Production Department.

QUALIFICATIONS

• 2-3 years’ experience planning multi-day festivals or equivalent large-scale events hosting 30-800 people;
• Demonstrated ability to conceptualize and execute successful live networking events and parties;
• Experience with in-kind partnerships, working with sponsors, vendors, and venues;
• Proficient in Microsoft Office 365, Google Suite, Dropbox, Zoom;
• This role may require some heavy lifting, up to 30 lbs;
• Ability to manage competing priorities and tight deadlines;
• Exceptional people skills with ability to work independently and as part of a collaborative team;
• Ability to take direction, show initiative, and execute on ideas with excellent organizational abilities, attention to detail; and follow-through;
• Ability to quickly integrate into new teams & systems and coordinate large groups of people effectively;
• Exceptional problem-solving skills and an ability to remain calm under pressure;
• Excellent relationship-building and communication skills (written and oral) including the ability to craft detailed & precise communications;
• Ability to use diplomacy when working with partners with fluctuating high-pressure needs;
• Ability to work full-time, maintaining flexible working hours, including some evenings and weekends;
• Smart Serve certified is an asset;
• Graphic design skills are an asset;
• Live event or theatre stage management experience is an asset;
• Experience with EDI and Accessibility driven content and initiatives is an asset;
• Experience working with unionized stage technicians and volunteers is an asset;
• Experience with Salesforce, Asana, Slack is an asset;
• Valid Driver’s license is an asset.

APPLICATION

Please forward a cover letter and resume to: Crystal MacDonell, Director of Production
Email: [email protected]
Subject Line: Hiring Committee – Festival Events Coordinator
Deadline: February 10, 2025
No phone calls, please.