Event Planner Jobs

Event Planner

Reports to: Executive Director

Position Overview:

The Ajax-Pickering Board of Trade (APBOT) is seeking a dynamic and experienced Event Planner to join our team. As the Event Planner, you will be responsible for coordinating and executing various events, forums, and networking opportunities to promote business growth and community engagement within Ajax, Pickering and throughout the Durham Region. This position requires exceptional organizational skills, attention to detail, time management, creativity, leadership, and the ability to work collaboratively with various stakeholders.

Key Responsibilities:

Event Planning and Execution:

oPlan, organize, and execute a wide range of events including large signature events, seminars, networking events, and social gatherings.

oCoordinate all logistical aspects of events such as venue selection, vendor management, catering, décor, audiovisual requirements, etc., negotiate terms accordingly, and coordinate on-site event execution.

oDevelop event timelines, budgets, and critical paths to ensure smooth execution and adherence to established deadlines.

oCreate and oversee event registration processes, including ticket sales, attendee tracking, and communication.

oCoordinate with internal and external stakeholders to gather event requirements, ensure event objectives are met, and foster collaborative relationships.

oDrive revenue generation by actively selling event sponsorships to support APBOT's events and overall budget.

oDocument and update procedures related to this position to improve execution year over year.

Program Development:

oWork closely with the Board of Trade team of staff, committee groups and others to identify and develop event themes, content, marketing, and formats that align with the organization’s strategic goals.

oResearch and propose innovative event concepts and ideas to enhance attendee experience and engagement.

oCollaborate with industry professionals, speakers, and subject matter experts to develop compelling event programs that deliver value to attendees.

oAssist in creating marketing materials, event content materials, and promotional strategies to generate awareness and drive event participation.

Relationship Management:

oCultivate and maintain strong relationships with members, sponsors, volunteers, and vendors to secure support and resources for events on an ongoing basis.

oServe as the main point of contact for event-related inquiries, providing excellent customer service and promptly addressing any concerns or issues.

oCollaborate with internal teams and external organizations to identify partnership opportunities and cross-promote events.

oCollaborate with volunteers by establishing and overseeing committees as needed, communicate applicable information, and leverage their support to achieve APBOT's objectives.

Post-Event Evaluation:

oConduct post-event evaluations to assess event success, gather feedback, and identify areas for improvement.

oAnalyze event data, including attendance numbers, participant feedback, and financial results, to inform future event planning decisions.

oPrepare post-event reports including P&Ls and share key findings with Board of Trade team and stakeholders.

Qualifications:

• Availability to work flexible hours, including early mornings and evenings as required for events.
• Creative thinking and problem-solving abilities.
• Experience with computer software such as CRMs, Microsoft Suite, Google Suite, Email Automation, Adobe Suite, and Design Programs are an asset.
• Valid drivers license and ongoing use of own vehicle required.
• Excellent interpersonal and communication skills, both written and verbal.
• Proven experience (2+ years) in event planning and execution, preferably in a corporate or association setting.
• Post-secondary education in event management, hospitality, public relations, or a related field is preferred.
• Strong project management skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
• Knowledge of the Ajax and Pickering area and local business community is an asset.