Job description
Work Arrangements
This is a part-time, contract position (we anticipate approx. 15-20 hours per week, increasing to near full-time hours in the weeks preceding and during the competition) starting in mid-November 2022 and lasting until post-conference in April, 2023. The position is remote but occasional in-person meetings at Douglas College in New Westminster will be required with full-time, in-person presence required during the competition.
What Douglas Offers
DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.
The Role
Douglas College is seeking the services of an experienced Event Specialist to manage the planning and execution of the Western Canadian Business Competition (WCBC) which will be hosted at Douglas College for the first time in Spring (March or April), 2023.
This 3 day event, being held at Douglas College in New Westminster, BC, involves the participation of select teams of students from across Canada who have challenged themselves to develop their business knowledge through the simulation of real-world business problems.
Responsibilities
Working with the Director, Business Programs and a cross-campus planning team comprised of staff members and faculty, this role’s Key Responsibilities include:
- Event Management: responsible for overall logistics, planning and execution of the competition including evening receptions and awards banquet; securing of on- and off-campus venues including negotiation of block rate hotel rooms; creation of work-back schedules, tracking of team registrations, liaising with campus-wide Events Coordinator to determine on-campus event logistics.
- Budget management: monitoring and tracking of event budget; tracking of registration fees and sponsorship funds.
- Sponsorship: Develop sponsorship packages and secure external sponsors. Liaise with campus stakeholders (i.e. Alumni Relations/Foundation/Business Development) in targeting appropriate corporate partnerships. Planning and coordinating stewardship of sponsors during the event.
- Event details: create registration packages, liaise with faculty to develop schedule for overall competition weekend; create volunteer schedule.
- Communications: Create and deploy event invitations, create registration form, reminders, confirmations, and pre- and post-event communications. Liaise with College-wide Marketing & Communications team to ensure branding is in line with Douglas branding standards
- Marketing: Liaise with Douglas Marketing & Communications team to develop Welcome Package for attendees.
- Participant support: Accommodation and travel support for attendees, preparation list for attendees; tracking of registrant dietary requirements and any special needs.
- Project Management: Utilizing best practices in project management to coordinate with all stakeholders involved and ensure event elements are organized and on schedule.
- Coordinating event logistics: Assist with cross-departmental planning calls, liaising with College Events Coordinator for room booking support, organizing and confirming catering, AV, location, space configuration, equipment, signage, rentals, entertainment, staffing and security.
- On-site event support: Coordinating the creation and packaging of nametags, registration, in-room support, ensuring presenters are prepared, liaising with venue staff, etc.; participation during full 3 days of event is required (evenings/weekends).
- Monitoring Impact: Track, measure and report event performance. Create, develop and share post-event reports with stakeholders.
- Post-event: Provide post-event reporting and post-event communications
To Be Successful in this Role You Will Need
- Demonstrated experience in coordinating and executing events
- Able to take initiative, and work independently with little supervision
- Demonstrated project management skills, including planning, prioritizing, setting timelines, and driving the delivery of work on time and budget
- Ability to ensure all event logistics are properly budgeted, estimated, and scheduled
- Demonstrated track record of managing, supporting, and executing successful events and communications
- Experience working with external vendors
- Experience securing sponsorship for events
- Understanding of how to ensure events are accessible for all
- Creative thinker with an energetic and positive approach to face challenges
- Ability to work under pressure and manage multiple deadlines and/or resource and time constraints
- Excellent written and verbal communication skills
- Basic working knowledge of graphic design software (e.g. Adobe, InDesign, Illustrator, Photoshop) would be an asset
- Willingness and availability to work flexible hours as required
- Experience working with post-secondary institutions and student volunteers is preferred
- Diploma or Bachelor’s Degree in Hospitality, Events Management, Business Administration or Marketing is preferred
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