POSITION: FESTIVAL EVENTS COORDINATOR (2 POSITIONS AVAILABLE)
OPPORTUNITY TYPE: PART-TIME CONTRACT: FEBRUARY 6 – 17, 2023
FULL-TIME CONTRACT: FEBRUARY 20 – MAY 19, 2023
REPORTS TO: FESTIVAL EVENTS MANAGER
APPLICATION DEADLINE: January 25, 2023
COMPENSATION: $800.00/WEEK+ 4% VACATION PAY
ORGANIZATION
Hot Docs is a not-for-profit organization dedicated to advancing and celebrating the art of documentary and to creating production opportunities for documentary filmmakers. Hot Docs Canadian International Documentary Festival, North America’s largest documentary festival, conference and market, will present its 29th annual edition in April 2022. Year round, Hot Docs supports the Canadian and international industry with professional development programs and a multi-million-dollar production fund portfolio, and fosters education through documentaries with its popular free program Docs For Schools. Hot Docs owns and programs the Hot Docs Ted Rogers Cinema, a century-old landmark located in Toronto’s Annex neighbourhood and the world’s first and largest documentary cinema. While closed during the current pandemic, Hot Docs is offering audiences across Canada access to first-run documentaries and curated programming and events on its Hot Docs at Home streaming service.
For more information about us, please visit www.hotdocs.ca.
JOB DESCRIPTION
The Events Coordinator provides administrative and production support to the Hot Docs Events Team by assisting the development of events and venue planning for the Hot Docs Canadian International Documentary Festival (April 27 – May 7, 2023). In addition, this role will work closely with the Festival Events Manager to aid in the planning and execution of engagement opportunities for industry delegates and members of the public.
This is a hybrid position, including in-office work days. Therefore, work hours may fluctuate from week to week and may include weekends right before and during the Festival.
KEY RESPONSIBILITIES
- Organization of detailed event logistics for multiple filmmakers and industry networking events;
- Communications support with internal teams, suppliers, sponsors and partners to ensure events and activations are executed within scope and budget while adhering to strict project timelines;
- Support with research and conceptualization of networking and social events in both in-person and digital spheres;
- On-site logistical support for venue setup & strike alongside the execution of events, including liaising with partners, vendors, deliveries, and volunteers;
- Production support including the creation of spreadsheets, PowerPoint presentations, signage, and marketing collateral;
- Administrative support with contract management with groups such as partners, venues, and alcohol partners;
- Additional support to the Festival Events Manager for assignments and projects as needed, including file organization and data management.
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KEY REQUIREMENTS
- 2-3 years of event or festival experience or equivalent experience, particularly in organizing large-scale events;
- Experience with in-kind partnerships, working with sponsors, vendors and venues;
- Exceptional organization skills and attention to detail;
- Demonstrated ability to conceptualize and execute events;
- Proven written and verbal communications skills;
- Comfortable with leading a meeting or event, including experience with problem-solving based on the ever-evolving nature of events;
- Experience working and training volunteers is considered an asset;
- Strong proficiency with G Suite, Microsoft Office 365, Asana, and Zoom;
- Comfortable with spreadsheets, conditional formatting and formulas considered an asset;
- Graphic design skills considered an asset;
- Proven team player who is both flexible and adaptive;
- This role will include both administrative and logistical support tasks;
- This role may require some heavy lifting up to 30 lbs.
APPLICATION
In addition to a cover letter and resume, please provide answers to the following question:
Tell us about your previous experience supporting the planning and development of networking events, as well as the ways you’ve helped support interactive event activations. (125 words or less)
Please tell us the size and scope of the events you’ve helped plan, as well as if you have any non-profit event planning experience.
Where did you find out about this posting?
EQUITY STATEMENT
Hot Docs is a forum to share stories and perspectives on the people, issues and events that shape our world, and we encourage respectful discussion and debate to foster greater understanding and empathy.
An integral component of this is Hot Docs’ commitment to fostering an organizational culture that brings together people with different races, identities, abilities, experiences and skills. Hot Docs is committed to reflecting the diverse communities we serve in the stories we present and also in our workforce. We encourage applications from diverse communities and welcomes applicants who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion.
ACCOMMODATION STATEMENT
Hot Docs encourages applications from qualified candidates and will accommodate applicants’ needs throughout all stages of the recruitment and selection process. Please advise the Hiring Manager to ensure your accessibility needs are accommodated throughout this process. Information received relating to the accommodation will be addressed confidentially.
Job Types: Full-time, Part-time, Fixed term contract
Salary: $800.00 per week
Schedule:
Ability to commute/relocate:
- Toronto, ON: reliably commute or plan to relocate before starting work (required)
Work Location: One location
Application deadline: 2023-01-25
Expected start date: 2023-02-06
