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About the Role

The Event and Meeting Coordinator reports to the Event Services Manager and is responsible for coordinating and overseeing all event operational activities and service delivery for events held within licensed spaces at Exhibition Place.

Responsibilities

• Serve as the primary client contact for all event planning stages, from license agreement execution to on-site event execution.
• Prepare service estimates and/or quotations for services, and review with the manager for approval.
• Create Event Service Orders (ESO), including scripting all service orders and change requests, and track implementation across all departments.
• Interpret client service requirements and assign venue-specific departments using Momentus software.
• Ensure on-time delivery of services and quality assurance by cross-functional teams including food and beverage, AV production, housekeeping, labor, ICT technologies, parking, security, and various unionized trades.
• Manage project timelines using Momentus software, creating, tracking, and monitoring event planning tasks related to production, logistics, license, compliance, forecasting, budgeting, and reconciliation.
• Liaise with client contractors, suppliers, and unionized/non-unionized venue staff to ensure high standards of work quality for scheduled services.
• Market rental items, equipment, and services available through Exhibition Place, ensuring accurate provision as described and agreed upon.
• Create floor plans for meeting spaces in the Automotive Building, meeting rooms, and internal events.
• Ensure compliance with fire code, building code, occupational health & safety act, and venue regulations.
• Liaise with venue Safety Engineering and Fire & Life Safety Coordinator to ensure event compliance with fire and life safety requirements, including supporting safety audits.
• Ensure all necessary permits and licenses are in place for effective and safe venue operations.
• Prepare pre/post-event venue inspection reports, assess damage, and prepare reports and estimates for billing and/or insurance purposes.
• Ensure adherence to all collective agreements during event occupancy and provide conflict resolution support for labor grievances.
• Support the Sales team with site inspections/tours of contracted space.
• Coordinate pre and post-convention meetings with clients and internal departments.
• Perform other duties as assigned.

Requirements

• Experience utilizing customer, facility, or project management software (e.g., Momentus EBMS, Salesforce).
• Working knowledge of facility management software is an asset.
• Demonstrated knowledge and ability to interpret collective agreements.
• Demonstrated knowledge of applicable codes, standards, guidelines, and government legislation, specifically the Occupational Health & Safety Act, Ontario Fire Code, Ontario Building Code, and Workplace Hazardous Material Information System.
• Experience managing events or complex projects.
• Experience directing staff in an event or entertainment environment.
• Experience managing a diverse portfolio of client portfolios simultaneously.
• High proficiency utilizing modern software packages (e.g., Office 365, Floor Planning, PDF Editors).
• Possess a valid full G Class Ontario driver’s license in good standing.
• Strong interpersonal skills with the ability to communicate effectively both verbally and written at all organizational levels.
• Proven skills in building healthy relationships with clients and internal stakeholders.
• Ability to work days, evenings, weekends, and holidays as required to support operational requirements.
• Must be legally entitled to work in Canada.

Skills

• Event planning
• Client relations
• Project management
• Budgeting
• Forecasting
• Interpersonal communication
• Relationship building
• Conflict resolution

Location

• Toronto, Ontario

Work Type

• Full-time

Experience Level

• Experience in event management
• Experience in complex project management
• Experience directing staff
• Experience managing diverse client portfolios

Education Level

• Certificate or post-secondary credential in Facility or Event Management, or a related discipline, or equivalent combination of education and experience.

Salary/Compensations

• Competitive salary
• Performance incentives

Benefits

• OMERS participation - a defined benefit pension plan
• Employer-paid health & dental
• Extended healthcare
• Professional development

About the Company

• Established in 1879, Exhibition Place is Canada's largest entertainment venue, hosting over 2,000 events and attracting over 5.5 million visitors annually.
• The 192-acre site is an integral component of Toronto and Ontario’s economy, particularly in conventions, sports, festivals, recreation, culture, and tourism.
• Exhibition Place boasts the award-winning, LEED Gold Certified Enercare Centre and the Automotive Building LEED Silver conference venue.
• The site has an environmental stewardship initiative, GREENSmart, promoting sustainable development and green technologies.

Equal Opportunity

• Exhibition Place is committed to fostering an inclusive, accessible environment where all employees and members of the public feel valued, respected, and supported.
• We are dedicated to building a workforce that reflects the diversity of the public and the communities in which we live and serve.
• We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act; accommodation during the hiring process is available upon request.