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Company Name:
Unison Festival - Festival Unisson
Approximate Salary:
Not Specified
Location:
Calgary, Alberta
Country:
Canada
Industry:
Arts and Culture
Position type:
Contract
Experience level:
5 - 10 years
Education level:
Not specified

Event Coordinator

Unison Festival 

The Unison Festival is a Canadian LGBTQ choral festival that occurs every four years, each time in a different city. The next Unison Festival takes place May 18-21, 2018 in Calgary, Alberta. The 2018 festival marks 20 years since the festival began in 1998 in Edmonton.

Unison Festival – Festival Unisson was incorporated in 2011 to streamline the planning and operation of the festivals. Unison Festival – Festival Unisson (“Unison”) is a registered charitable organization that is governed by a Board of Directors and supported by volunteers.

The 2018 Unison Festival (the “Festival”) is expected to attract up to 20 choirs and over 500 delegates from across Canada, as well as concert-goers and participants from the Calgary community. The Festival will feature high-quality choral programming and a variety of social events, guided by the Festival tagline “Be Creative!”. For more information about the Festival, see www.unisonfestivalunisson.ca.

 

Event Coordinator Position

Unison is looking for an energetic, detail-oriented, and dedicated individual to assume the role of Event Coordinator for the 2018 Unison Festival.

The Event Coordinator reports to and takes direction from the Unison Board of Directors. The Event Coordinator works with the Unison Board of Directors, the Festival Artistic Directors, the Unison Administrator, and volunteer committees to organize, promote, and execute the concerts, seminars, social events, and other activities that make up the Festival schedule.

Key responsibilities include event management and marketing, communications support, and volunteer coordination.

This is a part-time contract position beginning September 18, 2017 and ending June 30, 2018.

 

Job Responsibilities

1.  Before the Festival

  • Manage contracts and coordinate logistical details for Festival venues and event sites, social events, delegate accommodations, delegate services, and hospitality.
  • Manage contracts and coordinate logistical details for guest artists, accompanists, seminar leaders, guest speakers, other professionals hired for the Festival.
  • Arrange and manage food and beverage permits and contracts.
  • Manage Festival logistics such as transportation, parking, schedules, and signage.
  • Oversee production of passes, tickets, delegate packages, festival programs, and other materials required for the Festival.
  • Work with marketing and promotion volunteers to promote the Festival.
  • Provide support and direction as needed to volunteers handling communications and volunteer coordination.
  • Assist the financial team with developing cost projections for Unison events.
  • Provide event planning support to the Board of Directors as required.
  • Provide volunteer recruitment and coordination support as required.
  • Report to the Board of Directors at monthly meetings and keep the Board and other stakeholders fully informed of progress of the preparations for the Festival. Stakeholders may include the Festival Artistic Directors, Unison Administrator, venue managers, and volunteers.
  • Liaise with Board members, other Unison personnel, key volunteers, contractors, vendors, and Unison partners as required.
  • Maintain records and official documents pertaining to the Festival.
  • Ensure that Unison follows all applicable standards for health and safety, accessibility, and legal and insurance obligations.


2.  During the Festival

  • Oversee and manage on-site registration, information, and orientation for Festival delegates, contractors, and volunteers.
  • Oversee and manage Festival Store.
  • Oversee set-up, operation, and take-down for Festival events as needed.
  • Serve as a point of contact for venue personnel and outside vendors, contractors, and suppliers.
  • Ensure that the Festival is run according to plan and troubleshoot problems that arise on-site during the Festival.
  • Assist in the collection of data about Festival event attendance, market impact, and other relevant statistics as determined by the Unison Board of Directors.


3. After the Festival

  • Manage post-Festival wrap-up of contracts.
  • Produce a post-festival report for the Unison Board of Directors, detailing the activities carried out by the Event Coordinator and documenting lessons learned.
  • Assist in the collection of feedback from Festival delegates, volunteers, and audience members.
  • Ensure that all documents relevant to the Festival are transferred to the Unison Administrator.


Experience, Knowledge and Skills Required 

  • Proven event management experience
  • Excellent interpersonal skills and ability to both lead and work with others
  • Excellent English communication skills, both written and verbal
  • Excellent computer skills (Word, Excel, email)
  • Excellent time management and organizational skills
  • Demonstrated ability to manage competing and changing priorities
  • Demonstrated ability to identify key issues and creatively and strategically overcome internal and external challenges and obstacles
  • Previous experience working with non-profit artistic organizations is considered an asset
  • Previous experience working with choirs or choral music programs is considered an asset
  • Previous experience working in marketing and promotion is considered an asset

 

Compensation and Working Conditions

Compensation will be commensurate with experience.

Compensation will be based on an average of 25 hours per month leading up to and following the Festival, with the expectation that fewer hours will be required initially and that the time commitment will increase closer to the festival. During the Festival itself, the time commitment will be up to 12 hours per day.

The Event Coordinator is required to be available onsite for the duration of the Festival and to accommodate evening and weekend activities such as Board meetings and Unison events. The Event Coordinator is responsible for providing their own workspace and basic computer equipment. Access to a personal vehicle is required for the position.

This is a new position and the successful candidate must be willing to adapt and change as the position evolves.


To apply for this position:

Send a cover letter and resume to:

Cora Castle
Unison Administrator
[email protected]

Please include the phrase “Unison Event Coordinator Position” in your subject line.

The deadline to submit applications is August 23, 2017 at 5:00 pm.