Job description

Special Events Planner

Position Title: Special Events Planner

Reporting to: Executive Director, Carolyn Luistro

Position Start Date: May 13, 2024

Position End Date: August 30th 2024

Days / Hours of Placement: 35 hours weekly; during office hours

Hourly Wage: $16.55 per hour

Position Specialties: Special Event Planning

Job Title: Special Events Program Planner

About Hamilton Road situated to the southeast of the Downtown Core, the Hamilton Road district extends along Hamilton Road from Adelaide to Highbury.  The residential landscape within this area boasts a rich variety of housing styles, encompassing architectural creations spanning from the late 1800s to the period following World War II.  Hamilton Road has a variety of unique businesses that serve the local population, as well as the rest of the City.

Task and Responsibility:

- Ensure smooth planning and execution of existing events

- Lead the creation of new events from concept to completion

- Create and manage budgets and track incurred expenses for individual events

- Ensure appropriate understanding of the specific needs of each event

- Manage the solicitation process for vendors and suppliers

- Secure all required contracts, invoices, proof of insurance and other documentation, as needed

- Book the appropriate room or venue for the scope of the event

- Book and scheduling appropriate entertainment for events

- Source budget appropriate and cost effective supplies, refreshments, catering and décor for events

- Recruit extra staff and volunteers for event support

- Supervise and direct paid and volunteer staff at event

- Establish and secure event set-up, take down and security requirements

- Establish and secure the audio-visual and digital needs

- Be on hand, as required, for duration of event and directly involved in setup, clean-up and 

  troubleshooting, to ensure the smooth execution of events

- Support the creation of event materials, such as, social media graphics, Powerpoint slides, posters, 

   flyers, signage etc.

- Provide post-mortem report at end of the event on budget vs. actual expenses and suggest 

  improvements to upcoming events

- Attend weekly Sub-Committee meetings and take notes

- Other Tasks as assigned

Must be able to meet all the criteria of Canada Summer Jobs:

• Are a Canadian citizen or a permanent resident or have refugee status in Canada (non-Canadians holding temporary work visas or awaiting permanent resident status are not eligible).

• Are legally entitled to work in Canada (have a valid social insurance number).

• Are between 16 and 30 years of age inclusively at the start of employment.

How to Apply: Please send your resume and cover letter to communications email by April, 2024. Mention "Special Events Planner Student" in the subject line.

Application question(s):

• Are you a Canadian citizen or a permanent resident or have refugee status in Canada

• Are you legally entitled to work in Canada (have a valid social insurance number).

• Are you between 16 and 30 years of age inclusively at the start of employment

• Are a high school, college, CEGEP, or university student.

Work Location: In person

Application deadline: 2024-04-30
Expected start date: 2024-05-13