Event Supervisor

Job Description

GENERAL JOB DESCRIPTION

This role is an integral role to the organization as it will be our face to our suppliers, customers and potential new hires. Teamwork, customer care, and the ability to troubleshoot customer service issues are core competencies for this role. The incumbent needs to be able to work independently and be an effective decision maker in the field. The incumbent in this role works closely between Head Office, Operations and Events Crews, striving to support and provide efficient, cost effective results to these teams.

As an Events Supervisor for 5K Foam Fest you will be responsible for overseeing the execution of events from start to finish, ensuring they run smoothly and meet or exceed client expectations. You will collaborate with various teams, including event planners, vendors, and on-site staff, to ensure seamless event operations, both at our

Head Office in Meaford, Ontario, and during extensive travel throughout Canada, Australia, and other countries as requested by senior management for events.

MAJOR DUTIES AND RESPONSIBILITIES

Event Administration, Operations and Planning

• Plan and organize event tour travel itineraries, including but not limited to flights, rental vehicles and accommodations.
• Manage applications and permits requires for North American and Australian stops, including but not limited to; Special Occasion Permits (SOP), SOCAN,Building Permits, building permits,tent permits, etc.
• Manage Food and Beverage for events which includes; managing and working with venues who are managing food or sourcing food trucks/caterers
• Source and order on-site items for Beer Garden such as; chairs and table, tent, bar/table top, Beer Store/Liquor store orders, ice, etc.
• Manage the merchandise to maximize on-site sales. This includes; pre-event merch prep, on-site managing/reporting, processes/tracking
• Develop, recruit and hire staffing and external resource (includes; independent contractors and Day Staff) for all events, includes; developing job posts, managing/monitoring job post, phone screening, interviewing, etc.
• Work with charity partners to support volunteer recruitment
• Source various avenues of recruitment including volunteers, sports organizations/clubs and developing other creative ways of keeping recruitment costs to a minimum for each event
• Develop and grow the corporate sales and discounts program; which includes outreach via email, phone and more to increase sales at events
• Provide Pre-& Post event reporting which includes but not limited too; per diem tracker, staffing paid outs, inventory.
• Proactively develop process improvements in the areas of event staffing resources and customer care.
• Work within parameters of designated budgets in a fiscally responsible fashion,keeping an eye on costs and finances per event
• Research and prepare grant applications, i.e. Celebrate Ontario.

Event Day Duties

• Act as Manager for onsite registration, merchandise shop, gear check and beer garden and weekly event management duties, including set up, troubleshooting and managing all activities
• Act as main point of contact for local charity partners
• Manage event day staff at events on event day
• Compile de-brief report to conference team and participate in debrief meeting
• Track and maintain inventory of event equipment and supplies
• Manage event day deliverables with Operations team; including, preparing event day floats, purchasing, organizing and handing out lunches, etc.
• Responsible for various types of equipment and its maintenance; including charging all electronics and organizing them, entering all required data, ordering supplies, stationary and other needs for administration, print forms and documents as required
• Work closely with Operations Manager each week to ensure all checklist items are prepared and ready for event day

QUALIFICATIONS FOR THE JOB

Education:

Previous work experience in similar industry would be ideal; including experience overseeing large-scale events and/or managing large # of staff in a variety of roles.

Experience:

• Excellent communication skills, both written and verbal.
• Superior relationship building abilities
• Highly organized and attentive to detail
• Demonstrated ability to effectively manage multiple projects simultaneously
• Excels in a fast-paced and evolving environment
• Exemplary self-discipline, professionalism and work ethic
• Integral team player who is flexible and open to new tasks/responsibilities as required

Other:

• Experience in customer service-oriented businesses and events resourcing and organizing.
• Experience in handling multiple tasks and overseeing the handling the multiple tasks of others effectively while remaining focused and organized.

KEY COMPETENCIES

High levels of analytical thinking, communication and decision making are important in this

role.

• Client focus
• Corporate Development
• Creativity and Innovation
• Strategic Thinking
• Supplier/Partner focus
• Teamwork
• Commitment to Quality
• Work Ethic and Values

PHYSICAL REQUIREMENTS

• Must be able to work in an outdoor setting during events. This includes heat, cold, wet environments and various terrain.
• Long periods of standing and walking during the event is required.
• Some lifting of medium weight (up to 50lbs) and sized items may be involved.
• Must be comfortable driving pick-up trucks/UTVs and similar other heavy duty vehicles.
• Must be able to work a flexible work schedule with a wide variety of hours spread out during the week.
• Travel to various events as required; the ideal incumbent for this role would have a lot of flexibility in their personal schedule in order to fulfill the travel requirements connected to this role.

Job Types: Full-time, Permanent

Pay: $55,000.00-$65,000.00 per year

Experience:

• Event and Operations: 2 years (required)

Licence/Certification:

• Driving Licence (required)

Willingness to travel:

• 75% (required)

Work Location: On the road