Overview

Position DescriptionEvent Coordinator (Latin Dance)Baza Dance Studios Inc.Position SummaryPosition Title: Event CoordinatorEmployer: Baza Dance Studios Inc.NOC 2021 Code: 12103 Conference and event planners (TEER 2)Employment Type: Full-time, permanentHours: 30 hours per weekWage: $38.50 CAD per hourWork Location: 1304 Seymour Street, Vancouver, BC V6B 3P3, with attendance at off-site event venues in Vancouver and the Lower Mainland when requiredStart Date: As soon as possibleAbout Baza Dance Studios Inc.Baza Dance Studios Inc. is a Vancouver-based Latin dance studio specializing in salsa, bachata, kizomba, and Brazilian zouk. The studio has been operating since 2016 and is an established part of Vancouver's Latin partner dance community. In addition to a regular class program, Baza operates a continuous events program consisting of three weekly community social dance events (Bachatopia Tuesdays, Baza Fridays, and the Saturday Practica) along with periodic special weekend programming, guest artist weekenders, and off-site special events.Position OverviewThe Event Coordinator is responsible for planning, coordinating, and executing Baza Dance Studios' full events program, including recurring weekly social dance events, special weekend programming, guest artist engagements, and off-site special events. The successful candidate will coordinate events from initial concept through completion, including scheduling, vendor and performer coordination, staffing, promotion, on-site event management, and post-event follow-through.The position requires the ability to manage multiple concurrent events, coordinate diverse teams of performers and staff, and ensure that events are professionally organized, appropriately staffed, and delivered on schedule and on budget.Main Duties and ResponsibilitiesEvent Coordination and Planning (primary responsibility) Plan, organize, and coordinate Baza's recurring weekly social dance events (Bachatopia Tuesdays, Baza Fridays, Saturday Practica) and periodic special events, including weekender programming with visiting guest artists and off-site special events (Una Vibra, Baza BBQ, and other programming) Develop event concepts, themes, and programming schedules aligned with Baza's community and business objectives Coordinate all event logistics including scheduling, timelines, floor plans, sound and lighting arrangements, dcor, registration and door procedures, and room setup and teardown Identify, engage, and coordinate guest instructors, performers, and DJs for weekender events, including outreach to prospective guest artists, negotiation of engagement terms, and coordination of contracts Coordinate travel logistics for visiting guest artists, including booking flights, ground transportation, and accommodations Schedule and coordinate instructors, staff, and volunteers required for each event Coordinate with vendors and service providers as required for each event, including obtaining quotations, negotiating arrangements, and administering supplier agreements Coordinate event registration, ticketing, guest lists, and participant communications Prepare event schedules, production timelines, staff instructions, and event-day checklists Supervise event setup, on-site event operations, and teardown; respond to and resolve logistical, scheduling, and operational issues as they arise during events Monitor event budgets, expenditures, invoices, and other financial records related to the events program Evaluate completed events and prepare recommendations for improving future events Maintain organized records relating to event plans, suppliers, contracts, schedules, budgets, and participants Develop and maintain relationships with venues, instructors, performers, suppliers, community organizations, and other event partners Assist management in developing new events, festivals, workshops, and community programmingEvent Music Management for Baza Events (supporting event execution)As part of executing Baza's event