Job Description

The Elora Festival is hiring an experienced Project and Event Manager to start immediately through until August 31, 2023. The Project and Event Manager reports to The Elora Singers Manager and is responsible for the logistics and implementation of projects, events and concerts.

Terms of Contract: $22 / hr, on average 25 hours per week, starting April 1; 40 hours per week from May through June, with increased hours during the annual Festival (July 2 \xe2\x80\x93 16, 2023), and 25 hours per week in August. Candidates must be available to work evenings and weekends during the Festival and must have a valid driver\xe2\x80\x99s license and vehicle. Although not a requirement, it is strongly suggested that all contract and permanent employees, volunteers and artists employed by the Elora Festival be fully vaccinated.

Responsibilities include:

Project Management

• Training and supervising Box Office Assistant, Hospitality Coordinator and Festival Shop Assistant as well as any office volunteers
• Setting up and administering online and in-office shop for The Elora Singers\xe2\x80\x99 CD sales
• Coordinating and executing direct mail campaigns (in conjunction with Volunteer Coordinator)
• Planning and implementing flyer and poster distribution (in conjunction with Volunteer Coordinator)
• Overseeing patron record management and ensuring that database remains up to date, creating and implementing any data entry projects when necessary (in conjunction with Fundraising Coordinator and Volunteer Coordinator)
• Creating an Emergency Measures plan for each concert venue
• Building thorough project documentation and updating training binders
• Managing and maintaining storage units
• Providing regular reports for all revenue streams to the The Elora Singers Manager and Bookkeeper.
• Providing exceptional assistance to patrons and Board members as required
• Assisting with box office and merchandise sales when needed
• Assisting with social media when needed
• Special projects as determined by The Elora Singers Manager.

Event Management

• Liaising with venues and community partners
• Measuring and creating accurate seating plans for each venue, including establishing accurate house capacities, in conjunction with The Elora Singers Manager
• Liaising with The Elora Singers Manager to ensure that logistics for all Elora Festival concerts are planned for and implemented
• Supervising all Front of House departments (Box Office, Shop, Concert House Management)
• Being on-site point of contact for all Front of House departments (including in cases of emergency)
• Planning and coordinating schedule and timing for all departments surrounding set up and tear down of concerts on concert days
• Liaising with Volunteer Coordinator to ensure volunteers have all information needed
• Liaising with catering company for artists and events, in conjunction with Hospitality Coordinator
• Creation of and installation of all on-site event signage, excluding large banners and road signs
• Setting up and reconciling cash floats for all concert cashboxes (Box Office, Shop, Bar), office petty cash cashbox, in-office CD sales cashbox and department operational-float cashboxes (Production and Hospitality)
• Closing and reconciling Box Office, Shop and Bar cashboxes after each concert, preparing deposits, and keeping duplicate records of all cashbox reconciliations; creating system to auto calculate artist merch reimbursements after concerts

Requirements: Required Skills and Experience:

• 3-5 years\xe2\x80\x99 experience in a project and / or event management role
• A professional and respectful approach to all manner of work and towards colleagues and patrons
• Strong leadership skills and the capability to manage a team of staff and volunteers
• Excellent oral and written communication skills
• Attention to detail, ability to multi-task in a fast-paced team environment, in addition to working independently, and professional demeanour
• Exceptional organizational, logistical and project and event management skills and experience
• Experience working with Microsoft Office, ticketing and CRM software and Square point of sale software
• Experience supporting direct mail and advertising campaigns

A background in classical / choral music or arts management and working for not-for-profit organizations would be an asset.

Additional Info: Health and Safety Practices in the Workplace: Our Health and Safety Officer will orient all Elora Festival staff during a detailed office and venue tour, including first aid kit locations, fire extinguishers, fire exits and local emergency contact information. St John\'s Ambulance attend Elora Festival concerts to offer medical assistance. The Project and Event Manager will not undertake any work that they feel unsafe doing. All staff are required to take AODA and WHIMS training, and Dementia Friendly training through the Waterloo\xc2\xadWellington Alzheimer\'s Society. The Project and Event Manager will also receive an orientation to the Elora Festival\'s Harassment and Safe Work Environment policies.

Work Environment: The Elora Festival is committed to ensuring that every employee has a safe work environment free of discriminatory practices, violence and harassment. Employees are provided with a copy of the organization\xe2\x80\x99s Code of Conduct as part of the on-boarding process. In addition, the organization has contracted with Clearview Connects Inc. to provide employees with a safe, ethical and independent reporting process should a need arise.

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