Job Description: Events and Sponsorship Coordinator May 2015


Job Description: Events and Sponsorship Coordinator May 2015
Job Description: Events and Sponsorship Coordinator
Overview of the
As BCNPHA’s professional event planner, this position will
facilitate event conceptualization, logistics and implementation
across the organization, including the BCNPHA annual
conference, tradeshows and regional events, and is responsible
for obtaining substantial sponsorships for events.
Reports to:
Director of Operations
Event planning and logistics:
 Leading and project managing a team of colleagues and
volunteers for the BCNPHA annual 3-day conference and
tradeshow in November, comprising 800 delegates,
around 70 education workshops, 35 exhibitors, daily
social events and the Annual General Meeting. 3 similar
annual 1-day events (RENTs) are hosted around the
province with around 100 delegates, 6 education
workshops and 10 exhibitors
 Undertakes and implements event planning and logistics,
including registration processes, venue space allocation,
social events, event statistics and reports, audiovisual,
catering, venue liaison and contracts
 Planning, sales and logistics for tradeshows at the
conference and regional events
 Setup, data entry and processing of registrations in
BCNPHA’s software system, iMIS
 Phone and email support for event and education
 Delegate materials including bags, lanyards and badges
 Plans and manages registration desk and event staffing,
including volunteers
 Coordinates and trouble-shoots events on-site
 Supports data entry of contacts and organization data
 Supports Education department and external partners
with all registration processes for workshops and courses
 Obtains substantial event sponsorships annually for the
BCNPHA conference and regional events, and
components including keynote speakers, social events,
workshops and materials
May 2015
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Job Description: Events and Sponsorship Coordinator
Tracks sponsorship income, ensures invoiced and paid
Ensures sponsor agreements and recognition are correctly
 Provides backfill for other positions as necessary
 Any other duties as required
Key Contacts:
Internal: Director of Operations, Executive Director,
Communications and Marketing Manager, Director of Research
and Education, Finance Manager, Marketing and Membership
External: Delegates, exhibitors, sponsors, event support
Education, Skills,
and Experience:
May 2015
3-4 years of demonstrated experience in managing and
marketing large events and tradeshows
Demonstrated ability and experience in securing major
annual sponsorships
Project and time management skills and experience
Excellent communication skills and attention to detail
Ability to take initiative and work independently as well as
in a team
Strong software skills including Microsoft Word, Excel and
CRM databases
Driving license and ability to undertake some provincial
Post-secondary education or certification in event
planning and/or business would be an asset
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