Job description
PARKDALE VILLAGE BUSINESS IMPROVEMENT AREA (BIA)
SPECIAL EVENTS COORDINATOR (CONTRACT)
- Location: Toronto, ON – Queen Street West (Roncesvalles Ave. to Dufferin St.)
- Contract Term: March 24, 2025 – August 30, 2025
- Work Format: Hybrid (Remote & On-Site as Required)
- Project-Based Fee: $12,000 (Independent Contractor)
ABOUT US
The Parkdale Village Business Improvement Area (BIA) is a municipally designated business association representing over 250 businesses along Queen Street West, from Roncesvalles Avenue to Dufferin Street, in one of Toronto’s most diverse and culturally rich communities.
We showcase Parkdale's cultural and commercial vibrancy through strategic initiatives, annual events, and community collaborations. Our efforts focus on meaningful engagement, curated experiences, and economic revitalization that benefit businesses and residents.
A key highlight of our programming is the Parkdale Music Crawl, an annual event that celebrates the area's artistic talent while driving foot traffic to local businesses and enhancing their visibility.
POSITION OVERVIEW
The Special Events Coordinator (Contract) will be responsible for the strategic planning, development, execution, and evaluation of the Parkdale Music Crawl.
This role requires a high level of expertise in event logistics, stakeholder relations, budget management, marketing, sponsorship development, and community engagement.
The successful candidate will ensure that all event components align with the BIA’s mission while maximizing community impact and sponsor value.
KEY RESPONSIBILITIES
Event Strategy & Execution:
- Lead the end-to-end planning, coordination, and execution of the Parkdale Music Crawl, ensuring all operational, financial, and marketing components.
- Develop and implement event strategies, encompassing musical programming, audience engagement, artist participation, member involvement, and revenue generation.
- Oversee indoor venues and busker site selection and negotiations with venue owners and align with event objectives, efficiency, compliance, and accessibility considerations.
- Create and manage detailed event plans and timelines, production schedules, and critical paths to ensure execution.
- Develop risk management and contingency plans to address potential logistical, operational, or emergency issues.
Stakeholder & Partnership Management:
- Build and maintain strong relationships with local businesses, sponsors, artists, and community organizations to ensure collaborative success.
- Secure partnerships and sponsorships, developing customized activation plans to maximize brand exposure and engagement for sponsors.
- Negotiate contracts with vendors, artists, buskers, performers, and service providers to optimize value and maintain budgetary control.
- Work closely with city officials and regulatory bodies to ensure event compliance, secure necessary permits, and address municipal requirements
Marketing, Public Relations, & Audience Engagement:
- Develop and execute a robust marketing and communication strategy to increase event visibility, attendance, and stakeholder engagement.
- Oversee the creation of promotional materials, including digital content, social media campaigns, press releases, and printed collateral.
- Leverage media relations and influencer outreach to amplify event reach and secure media coverage.
- Implement community engagement initiatives, fostering participation and inclusivity across diverse multicultural demographics.
Budget, Financial, & Resource Management:
- Manage event budgets, ensuring financial viability and alignment with funding targets.
- Identify cost-saving opportunities while maintaining quality and impact of event programming.
- Track expenses, reconcile invoices, and prepare financial reports for internal and external stakeholders.
- Research and apply for funding opportunities, including grants and sponsorships, to enhance event financial sustainability.
Volunteer & Staff Management:
- Recruit, train, and manage a team of event volunteers, ensuring clear role assignments and expectations.
- Develop leadership and engagement opportunities for volunteers, enhancing their experience and commitment to the event.
- Coordinate with BIA staff, committee, board, and event supporters to ensure smooth execution and operational efficiency.
Post-Event Evaluation & Reporting:
- Conduct post-event evaluations to measure success, identify areas for improvement, and refine future strategies.
- Prepare detailed event reports, including attendance data, stakeholder feedback, media coverage, and financial performance.
- Present findings and recommendations to the BIA Board and key stakeholders for future event planning.
QUALIFICATIONS & SKILLS
- Minimum 3 years of event planning and coordination experience, preferably in large-scale public events, festivals, or community engagement programs.
- Degree/Diploma in Event Management, Marketing, Public Relations, Arts Administration, or a related field.
- Strong proficiency in project planning tools and methodologies.
- Demonstrated ability to manage budgets exceeding $30,000.
- Proven track record in securing and managing sponsorships valued at $10,000+.
- Experience in developing and implementing multi-channel marketing campaigns.
- Strong negotiation skills in managing vendors, performers, and corporate partnerships.
- Ability to handle unexpected challenges and implement effective problem-solving strategies.
- Willingness to work evenings, weekends, and event-related overtime as needed.
- Proficiency in event management software, CRM tools, Google Suite, Eventbrite, Microsoft Office, and social media analytics.
CONTRACT DETAILS
- Start Date: March 24, 2025
- Event Date: August 23, 2025
- End Date: August 30, 2025
- Duration: 5 Months, 6 Days
- Location: Queen St. W., Toronto, ON – Roncesvalles Ave. to Dufferin Street
- Format: Hybrid (Remote & On-Site as Required)
- Project-Based Fee: $12,000
Note: This is an independent contractor position (not an employee role). The contractor is responsible for own tax remittances, WSIB coverage, liability insurance, and deductions.
APPLICATION INSTRUCTIONS
Interested contractors must submit the following:
- Resume
- Portfolio
- Brief Cover Letter or Proposal
Submission Deadline: March 03, 2025
Submit Applications To: manager@parkdalevillagebia.com with the subject line:
“Special Events BIA”
Note: Only shortlisted candidates will be contacted for interviews. The BIA reserves the right to modify the job description. Compensation will be provided for work completed and approved based on the agreed-upon terms.
DIVERSITY, EQUITY, & ACCESSIBILITY STATEMENT
The Parkdale Village BIA is dedicated to diversity, equity, and inclusion. We encourage applications from candidates of all backgrounds, including Indigenous peoples, racialized persons, persons with disabilities, and LGBTQ2S+ individuals. If you require accommodations during the application process, please contact manager@parkdalevillagebia.com.
LEGAL & COMPLIANCE DISCLAIMER
This role is for an independent contractor and does not establish an employer-employee relationship. The contractor is not eligible for employee benefits, statutory holiday pay, overtime, or vacation pay under the Employment Standards Act, 2000 (Ontario).