Job Description

TO Live has a full-time opportunity in its Patron and Event Services Department in the role of Events Manager. Reporting to the Director Patron and Event Services, the Events Manager in collaboration with the Executive Chef, Catering Manager and TO Live's Sales Managers will provide leadership in the planning, coordination, and execution of corporate, private, and social internal and external events.

ACTIVITIES AND RESPONSIBILITIES

Event Coordination

• Responsible for operational components of all assigned events once contracted by Sales Managers. Coordination of all elements of events while managing event process may include executing client meetings, preparing event details, creating and monitoring event budgets and sourcing external resources if required.
• Liaise with all other required departments when planning and executing an event and insure timely completion of all event components as per client's requirements.
• Work with Executive Chef and the client to determine a proper menu for each event. Must coordinate menu planning meetings as required with all relevant parties.
• Must be available to clients at all times during their events while observing and managing key service components of events.
• Responsible for coordinating non-food supplies required for each event, including but not limited to linens and laundry suppliers, staffing agencies, equipment rental companies and florists.
• Attend to and take all necessary action, statutory or otherwise, in the event of incidents or accident of fire, theft, loss, damage, unfit food, or other irregularities and take such action that may be appropriate.
• Responsible for coordinating the layout for the event space according to the clients' requirements and health & safety requirements. This relates to but is not limited to tables, seating, food stations, coat check, bars, food service areas, clearing stations, entertainment, dance floor and decor either with internal or external vendors to help supply equipment.
• Coordinate internal receptions and meetings as assigned
• Coordinate artist rider/backstage catering requirements as assigned
• Incorporate and adhere to TO Live's Covid-19 Workplace Safety Plan throughout coordination

Staff Coordination

• Determine appropriate number of staff (service and bar) required to deliver on event requirements.
• Organize, lead and motivate the catering team including but not limited to internal and external staffing resources to deliver event requirements.
• Ensuring health and safety regulations are strictly observed by all staff working during set-up for events and event day, as per Toronto Public Health and TO Live Covid-19 Workplace Safety guidelines.
• Report any faulty equipment to management/client, ensure they are rectified and ensure equipment is not used until safe.
• Ensure that all employees project a positive, approachable, friendly and professional image.

Administrative Duties

• Work with Sales Manager to ensure that all costs and expenditures are within the budgeted levels agreed upon in the estimate.
• Ensure that all written communication represents a professional image to customers, clients and staff.
• Keep financial and administrative records of any changes that may affect the final billing for each event.
• Input and update relevant event information into EBMS (Event Business Management Software)
• Ensure appropriate product inventory is taken prior to and at the conclusion of each event.
• Any and all other assigned duties as required.

Requirements:

• Five to eight years' experience in event management.
• The ability to work well independently on several projects concurrently, and possess excellent communication, organizational and creative thinking skills.
• Focus on maximizing revenue consistent with providing the client with value and exceptional service.
• Effective management skills within a unionized environment.
• Ability to manage simultaneous deadlines.
• Software proficiency in Microsoft Word, Excel, Power Point, is required; knowledge and experience in the event management booking software is preferred. Experience with EBMS, Auto/Turbo CAD an asset.
• Strong initiative and hospitality orientation; Project Management, organizational and prioritizing skills; problem solving and detail oriented.
• Demonstrate flexibility, pleasant persona coupled with sound judgment, discreet and able to maintain confidential information.

Additional Info: WORKING CONDITIONS

• Extreme noise during some events.
• Physical discomfort caused by lack of formal meal or comfort breaks.
• Ability to move freely and quickly for long periods of time.
• Variable hours of work depending on event schedules including late nights.
• Lack of natural light in workplace.
• Travel between TO Live venues as required.
• Adhere to the TO Live Health & Safety policies and protocols including Covid vaccine and guidelines.

THE ORGANIZATION:

TO Live is one of Canada's largest multi-arts organizations, operating three iconic venues: Meridian Hall, the St. Lawrence Centre for the Arts and Meridian Arts Centre. In addition, TO Live presents a full range of performing arts, theatrical and concert events at these venues in both downtown and uptown Toronto. With these two hubs of creativity and content creation, TO Live has a unique place and perspective to activate creative spaces by inspiring local and international artists, connect audiences and to be the nexus for new ideas, elevate artistic potential, and be the catalyst for creative expression that is reflective of Toronto's diversity.