Events Co-op (Extended Deadline)

hybrid
Toronto, ON, Canada .
contract . October 31, 2024

Description

Position Type: Co-op Placement

Location: 55 Fort York Blvd, Toronto ON (hybrid work environment)

Start Date: January 15, 2025

Length of Position: 160 hours between January 15 and April 11, 2025 (additional hours can be accommodated if needed for course credit)

Compensation: Course credit & $500 honorarium

Deadline to Apply: November 29 at 4:59pm

Position summary

The Events Co-op student will obtain skills and a course credit working with clients to plan and execute events, integrating their learning into a work environment and completing hours required for their academic credit.

Reporting to the Supervisor, Events, and working in close collaboration with the Production team and on-site facilities staff, the Events Co-op placement is an integral member of The Bentway team, responsible for supporting event rentals across all Bentway sites, supporting internal events when necessary, and building strong relationships with community partners.

Primary responsibilities include supporting the implementation of a third-party event rental strategy, the development and execution of events by external parties and assisting in executing internal events where necessary.

This role will liaise closely with internal and external partners and stakeholders.

The Events Co-op Student will work one full day at The Bentway office (either Wednesday or Thursday) plus one half-day from home for a period of 13 weeks. We are happy to work with the right candidate to coordinate a schedule that works for you.

About

The Bentway is a dynamic civic organization dedicated to enhancing urban life through the design and implementation of innovative public spaces, public programming, and site operations. Deeply rooted in Toronto’s urban fabric, The Bentway leads a creative movement to re-imagine the possibilities of the Gardiner Expressway. We believe in the power of art and culture to spark the urban imagination, transform communities and foster vibrant, inclusive cities.  

The Bentway Conservancy is a non-profit organization and registered charity that works closely with the City of Toronto, artists & creatives, and local communities to bring our work to life. 

Responsibilities

Third-Party Event Rentals (80%)

Together with the Supervisor, Events, work to review and update a third-party event rental strategy for the Bentway sites, including a framework for community events.
Field inquiries (by phone and email) for space rentals at The Bentway and support the Supervisor, Events in all ongoing event rental conversations
Together with internal and external stakeholders, coordinate calendar availability for such events
Support the Supervisor, Events to determine event requirements and prepare cost estimates, event site layout maps, event license agreements and other event-related documents as needed
Assist in the coordination of event load-ins, runs and load-out together with seasonal event staff
Assist with the creation of quotes and contracts
Help with the training of seasonal event staff for the execution of third-party event rentals on the Bentway sites
Coordinate schedules and time sheets for event staff
Coordinate the completion of event logs and check lists
Helping to prepare, file and track finance paperwork and invoices for event rentals, and follow up on payment processes
Report any issues and assist in finding solutions
Act as an Event Assistant at assigned events
Serve as a front-line customer service representative for visitors and other members of the public.
Facilitate entry and exit of visitors in accordance with pre-registration/walk-up protocols, if applicable.
Assist with and/or perform first aid, depending on training.
Monitor and record data in the event log, as necessary
Periodically make announcements to facilitate operations.
Open the site or close the site as needed.
Assisting with crowd control and audience flow, as needed
Learn about the Bentway and our programs, to be able to answer any questions from the public
Tracking and recording audience numbers
Assist with load-in/load out of events and workshops, setting up tables, chairs, AV equipment, etc.
Help to maintain order onsite by identifying and addressing hazards and safety concerns together with Bentway staff.

Administration (15%)

Liaise with other departments including Finance, Programming, Communications and Development to ensure deliverables have been accounted for and coordinated
Assist with other production and operational needs

Other (5%)

Other duties as assigned related to the collaborative operation of the Bentway site and the programs, activations and events programmed and hosted by the Bentway

Qualifications

Currently enrolled in a post-secondary program in Event Management, Arts Administration, or related field and seeking a course credit
Excellent interpersonal skills, including the ability to work effectively in a team environment and communicate with the public and a wide spectrum of stakeholders
Ability to work with limited supervision after an initial training period
Ability to work flexible hours as needed for event production, including evenings, weekends and holidays
Current standard level First Aid/CPR-C an asset
Ability to think creatively, conceive and implement new ideas
Evidence of problem-solving skills and the ability to multi-task in high-pressure situations

Applications 

The Bentway is committed to fostering a positive and supportive environment that promotes equity and diversity. Priority will be given to individuals from equity deserving groups, including Indigenous, Black and racialized applicants, persons with disabilities, newcomers to Canada (within the past 5 years), and women. 

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to The Bentway Conservancy at hello@thebentway.ca.  

We kindly ask that no phone calls or emails are made to staff members. All questions regarding the position must be sent to hello@thebentway.ca.  

To apply  

Apply with a resume and cover letter via The Bentway’s job board: https://thebentway.applytojobs.ca/ 

Deadline to Apply: November 29, 2024 at 4:59pm

Application Components: 

Resume (PDF format, no more than three pages) 
Cover Letter (PDF format, no more than two pages)

We thank all applicants for their interest and will endeavour to contact all applicants, whether successful or not.  

land acknowledgement 

As an organization dedicated to the creation of shared and inclusive public space, we acknowledge that our work takes place on the treaty lands of the Mississaugas of the Credit and the traditional territory of the Wendat, the Haudenosaunee, the Métis, and many other Indigenous nations. 

Tkaronto, “the place in the water where the trees are standing”, is now home to many diverse Indigenous people. We recognize them as the past, present and future caretakers of this land. We would like to pay our respects to all who have gathered and will continue to gather in this place. We are grateful to have the opportunity to work together to care for The Bentway lands and act as stewards of the space. 

Know someone who would be a perfect fit? Let them know!