Job Description

Overview:

The Canadian Encaustic Conference is seeking a highly organized, proactive, and arts-focused individual to join our team as the Event Coordinator for the 2025 Conference. The Event Coordinator will support the planning and execution of this national arts event, ensuring smooth logistics across venues, workshops, presentations, exhibitions, and community events.

Key Responsibilities:

Event Logistics & Coordination

Assist with the planning and execution of all event components, including the three-day Conference (Sept. 5-7), Pre-Conference Workshops (Sept. 1-4), Post-Conference Workshops (Sept. 8-14), exhibitions, and the Connect Banquet (Sept. 6). Liaise with venues including Bayshore Community Centre, Harmony Centre, Upwards Art, Grey Bruce Makerspace, Georgian Bay School of the Arts, and others to confirm bookings, setup, and technical needs. Coordinate vendor room setup and communication with up to 16 vendors. Develop and maintain master schedules for workshop leaders, presenters, vendors, volunteers, and committee members. Organize materials for registration tables (e.g. name tags, handouts, swag bags). Organize art materials for workshops and demonstrations based on instructor's requests

Communication & Support

Act as a point of contact for presenters, workshop leaders, vendors, and volunteers before and during the event. Monitor event inbox and triage emails to the appropriate committee member. Assist in confirming presenter requirements and collecting bios, headshots, and supply needs.

Volunteer Coordination

Assist in recruiting, scheduling, and supervising volunteers for registration, room setup, session monitoring, and tech support.

Onsite Conference Support

Be present during conference and key workshop days to troubleshoot issues, ensure smooth transitions between sessions, and support the committee and presenters as needed. Oversee set-up and tear-down at all locations, coordinate last-minute needs with facilities staff.

Administrative

Maintain accurate records, receipts, and reports on expenditures, attendance, and feedback. Provide post-event debrief, including a summary of what worked well and areas for improvement.

Qualifications:

Experience coordinating multi-day events or conferences, preferably in the arts or not-for-profit sector Excellent organizational and time-management skills Strong written and verbal communication skills Ability to multitask and solve problems calmly and quickly Proficiency in Google Drive, and project management tools Availability to work in Owen Sound and travel between venues during the conference Comfort working flexible hours, especially in the lead-up to and during the event

Assets:

Knowledge of encaustic or visual arts community Familiarity with Owen Sound venues and logistics Experience with WordPress or WooCommerce is a plus Valid driver's licence and access to a vehicle is required
More information about the Canadian Encaustic Conference can be found on our website at: encausticconference.ca.

Job Types: Part-time, Fixed term contract
Contract length: 6 months

Pay: $18.50-$20.50 per hour

Expected hours: 20 - 40 per week

Schedule:

Monday to Friday Overtime Weekends as needed
Work Location: In person

Application deadline: 2025-06-01
Expected start date: 2025-06-01