Event Coordinator

Position Description:

The Event Cooridnator is responsible for executing the Closing Ceremeny of 2013 Asian Heritage Month in the Okanagan, taking place on May 25, 2013, 4-8pm, at New Life Church Auditorium(tentative). The Closing Ceremony is a familty oriented community events for which various ethnic community groups work together to showcase Okangan Asians’ culture, arts and heritage through a stage show of Asain performance groups, interctive cultureal displays and activities, Okanagan Asian History Exhibition and Asain food and tea house.

Deliverables / Duties:

• Event logistics, budgeting planning & Project management: plan and execute the 2013 Asian Heritage Month Closing Ceremony within the budget proposed by the Steering Committee.
• Communication & Liason: • Work with the Steering Committee to develop program details for the event day.
• Make sure all of the event participants including volunteers, performers, ethnic groups, food supplies and Steering Committee members are sufficiently informed of any processes or duties related their activities.
• Stage Performance Arrangement: research and contact interesting Asian performance groups in the community to develop a performance schedule for the Stage Show.
• Ethnic Group Display/Activity & Food Booths: work with each participating ethnic group to support them to set up a cultural booth to display eductional and cultural material and do interative activities and a food booth.
• Develop a floor plan: once the program details are confirmed, develop a floor plan.
• On-site Volunteer Coordination: recruit and manage on-site volunteers for the event day tasks including set-up, clean-up, supporters for performers and booths, and etc.
• Marketing & Promotion: work with the Marketing person and other committee members in this role to make sure the event is promoted throughout the community both online and off-line. In particular, the key role of the event coordinator in this area is to provide the marketing team with sufficient information about the event in a timely manner.
• Knowledge Capturing: submit all the documents and processes involved in the project activities and keep the Steering Committee apprised of any lessons learned for future improvements of the event.

Skills & Experience Required:

• Previous experience in event planning
• Friendly, outgoing, and possess good communication skills
• Able to work independently as well as in a team environment
• Caring and respectful of the dignity of all people and able to empower others
• Understanding of event planning; willingness to learn
• Strong project management skills
• Strong leadership skills
• Detail oriented
• Self starter
• Deep understanding of multiculturalism and perspectives of cultural minorities

Benefits & Recognition:

• Develop knowledge, experience and skills related to the event planning cycle
• Engage with a variety of local multicutural groups
• Make a difference in strenthening cultural diversity in the Okanagan
• Reference letter available after completion of project
• Steering Committee supported
• A hororarium of $500 upon successful completion of the event