Role: Senior Events Logistics Coordinator
Where: Brunico Communications Ltd. (www.brunico.com
Summary: Permanent, full-time position; some travel required.
Downtown Toronto B2B communications company, Brunico Communications Ltd., producer of such events as: Banff World Media Festival, Realscreen Summit, Kidscreen Summit, Marketing Awards and many more, is currently seeking a full-time Senior Events Logistics Coordinator. Reporting directly to the Events Logistics Manager, this position requires a seasoned, extremely organized and highly motivated individual to plan, manage and effectively execute event logistics responsibilities for Brunico's conferences and awards shows. The successful candidate will possess excellent communication skills and will have the ability and flexibility to travel. The ideal candidate will have a minimum of five years experience in corporate event planning and execution.
Responsibilities include, but are not limited to:
Negotiating venue contracts for room rental, food & beverage, and room block etc.
Acting as main liaison with event venue dedicated contact to ensure all details are communicated clearly.
Effectively negotiating with suppliers (venue, audio visual, premium & incentives etc.)
Maintaining the conference speaker logistics portion of the events database
Arranging flights, transfers and guestrooms for guest speakers and accommodation for staff
Acting as the main liaison for sponsors once their participation has been confirmed, including setting and tracking deadlines for deliverables. This includes ongoing correspondence.
Communicating with the Events Sales Manager, relating any necessary event info
Working with the Conference Content Producer and Content Director to manage flow of program
Assist with setting schedules for the design and production of creative materials relating to conference.
Working with the Creative & Marketing to ensure that onsite conference print materials are produced and delivered according to set schedule (i.e. delegate booklet, signage and handouts)
Working with each brands Event Marketing department to ensure event website and e-blast info is correct.
Shipping all materials and supplies from office to site and return shipping as needed
Developing the event resume outlining all activities for the proper execution of the event.
Providing complete onsite supervision of event including pre-event setup, onsite execution and tear down etc.
Ongoing communication with the Events Logistics Manager with status and budget updates.
Ongoing management of event estimates and costs with respect to portions of the budget
Reconciling the final event costs post-show, including reviewing event invoices for accuracy and processing invoices. All information to be directed to Events Logistics Manager, Director, Events, Producer and Accounting department
Skills required / Performance Expectations. You must:
Be extremely organized, have sound time-management skills and be able to multitask.
Have excellent professional and diplomatic communication skills - written and verbal.
Be comfortable in dealing with high-level executives at major organizations, PR reps and junior assistants.
Have the ability to negotiate effectively with suppliers/vendors.
Be able to effectively communicate relevant project information to superiors, peers and vendors.
Take ownership of an event project and follow through to completion.
Be computer savvy.
Be comfortable working on a project, both in a team atmosphere and independently.
Be able and willing to do hands-on work as required.
Have the ability and flexibility to travel at various times throughout the year as required.
Be able to prioritize, multi-task and work to deadlines with a calm manner.
Be an individual who responds well under pressure when faced with sudden challenges; analyzes and rectifies a situation quickly and clearly and applies practical solutions.
Educational requirements :
University degree or equivalent event and meeting management certificate/diploma
Interested applicants should forward resume and cover letter with salary expectations to Jordan Berlin firstname.lastname@example.org
, Events Logistics Manager.
* Only those selected for an interview will be contacted.