About the Role:
This position is the primary contact for all third-party special events on City property, intaking requests, reviewing applications and required documentation in accordance with the City’s standards. They are responsible for the direct delivery of City-led events, working collaboratively with community groups, volunteers, City departments, partners and regulatory agencies to ensure well-planned, safe and successful events.
City-led events may include Volunteer Recognition Night, Canada Day, Summer Concerts Series, Pumpkinville, Let It Glow, New Year’s Eve Family Celebration and other assigned initiatives.
What You'll be Doing:
Community Event Liaison
- Serve as the primary intake coordinator for third-party special events requested on City property.
- Review event applications, site plans, permits and insurance documentation to ensure compliance with City event requirements, in consultation with internal and external partners.
- Liaise with internal departments and external agencies with respect to licensing (NRPS, Public Health, Fire Services, AGCO and TSSA etc.)
- Support third-party event organizers through the municipal approval processes and with the applicable City policies and by-laws.
- Coordinate meetings, site visits and follow-ups with internal and external partners.
- Process Fee Reduction Task Force applications and related documentation.
- Address public inquiries, concerns and event-related matters in a timely and professional manner.
Event Planning and Delivery
- Coordinate and execute City-led special events and festivals.
- Organize event logistics including site plans, traffic control, vendors, entertainment, staffing and volunteers, rentals and sponsorship activations.
- Coordinate operational and risk management plans to ensure public safety and event success.
- Procure and organize suppliers, contractors and service providers in accordance with City policies.
- Assist with marketing, promotions, sponsorships and community partnerships.
- Monitor event operations and respond to operational challenges during events.
Administration
- Supports budgeting and research for event planning, drafts council reports, processes invoices for payment, cash handling and bank deposits.
- Monitor event budgets, revenues and expenditures.
- Maintain event records, agreements and operational documentation.
- Update City websites, internal communications and social media channels to support event promotion and public interest.
- Utilize software for event management and facility coordination.
Special Events Advisory Team (SEAT)
- Support SEAT application review and event coordination processes.
- Assist the Community and Events team with event delivery and operational support.
- Act as a designate for the Community and Events Supervisor for SEAT when required.
What's Required:
- Completion of a three (3) year College Diploma in Event Management, Recreation, Community Development, Public Relations, Marketing or a related field.
- Two (2) years' recent work experience in an event management position, preferably within a municipality.
- Working knowledge of legislation, regulations and approved requirements related to special events, including municipal by-laws, liability insurance, health and safety, Public Health, Fire, AGCO, TSSA/ESA, NRPS, road closures and building permit requirements.
- Experience with negotiating service agreements with event suppliers, event vendors, fee for service agreements, etc.
- Proven customer service and conflict resolution skills with the ability to address difficult situations and identify solutions when dealing with business owners, government officials, and other stakeholders.
- Risk Management for both City led and for community led event safety.
- Basic skill level with accounting and budget administration.
- Strong leadership skills for staff, volunteers and community.
- Ability to lift and carry up to 40+ lbs. (setting up events, moving supplies).
- Proficiency with Microsoft Office Suite software, recreation/booking software and digital platforms used for event coordination and promotion.
- Valid Ontario Driver’s license, Class “G” with a clean driving record.
- Current Standard First Aid, CPR “C” and AED certification.
- Available to work a flexible schedule including occasional evenings, weekends, holidays and City events.
- Demonstrated commitment to enhancing a safety culture and a culture of continuous improvement.
