SECOND OPEN CALL - SPECIAL EVENTS COORDINATOR (CONTRACT)

PARKDALE VILLAGE BUSINESS IMPROVEMENT AREA (BIA)

SECOND OPEN CALL - SPECIAL EVENTS COORDINATOR (CONTRACT)

• Location: Toronto, ON – Queen Street West (Roncesvalles Ave. to Dufferin St.)
• Tentative Contract Term: April 21, 2025 – August 30, 2025
• Work Format: Hybrid (Remote & On-Site)
• 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, between Roncesvalles Avenue and Dufferin Street—at the heart of one of Toronto’s most diverse and culturally vibrant communities.

Through strategic initiatives, annual events, and community collaborations, we promote Parkdale’s unique cultural and commercial identity. Our work focuses on meaningful engagement, curated experiences, and economic revitalization that benefit both local businesses and residents.

A flagship initiative of our programming is the Parkdale Music Crawl—an annual event that showcases the area’s rich artistic talent while driving foot traffic, increasing exposure for local businesses, and strengthening community connections.

POSITION OVERVIEW

The Special Events Coordinator (Contract) will lead the strategic planning, development, execution, and evaluation of the Parkdale Music Crawl.

This role demands strong expertise in event logistics, stakeholder engagement, budget oversight, marketing and promotions, sponsorship acquisition, and community outreach.

The selected candidate will be responsible for ensuring all aspects of the event align with the BIA’s mission, while maximizing community impact, business engagement, and sponsor value.

KEY RESPONSIBILITIES

Event Strategy & Execution:

• Lead the end-to-end planning, coordination, and execution of the Parkdale Music Crawl, overseeing all operational, financial, and marketing components.
• Develop and execute event strategies, including musical programming, audience engagement, artist booking, member participation, and revenue generation.
• Manage both indoor venues and outdoor activations (e.g., buskers, DJs), negotiating with property owners and ensuring alignment with event goals.
• Build and maintain detailed event plans, production schedules, and critical paths to ensure smooth execution.
• Prepare risk management and contingency plans to proactively address potential logistical, operational, or emergency scenarios.

Stakeholder & Partnership Management:

• Build and maintain strong relationships with local businesses, sponsors, artists, and community organizations to drive collaboration and shared success.
• Secure strategic partnerships and sponsorships and design tailored activation plans to maximize sponsor visibility and impact.
• Negotiate contracts with vendors, performers, and service providers to ensure optimal value and maintain fiscal responsibility.
• Liaise with regulatory bodies for full compliance, obtain required permits, and address all municipal guidelines.

Marketing, Public Relations, & Audience Engagement:

• Develop and implement a comprehensive marketing and communications strategy to boost event visibility, drive attendance, and engage key stakeholders.
• Oversee the production of all promotional assets, including digital content, social media campaigns, press releases, and print materials.
• Leverage media relationships and influencer outreach to expand event reach and secure impactful coverage.
• Lead community engagement initiatives that promote broad participation and inclusivity across Toronto’s diverse cultural communities.

Budget, Financial, & Resource Management:

• Manage event budgets to ensure financial viability and alignment with funding objectives.
• Identify cost-efficiency opportunities while preserving the quality and impact of event programming.
• Monitor and track expenses, reconcile vendor invoices, and prepare financial reports for both internal and external stakeholders.
• Research and pursue funding opportunities, including grants and sponsorships, to strengthen long-term financial sustainability.

Volunteer & Staff Management:

• Recruit, train, and manage event volunteers, providing clear role definitions and performance expectations.
• Create meaningful leadership and engagement opportunities to enhance the volunteer experience and strengthen event commitment.
• Collaborate with BIA staff, committee members, board representatives, and community supporters to ensure seamless execution and operational efficiency.

Post-Event Evaluation & Reporting:

• Conduct post-event evaluations to assess outcomes, identify improvement areas, and inform future planning strategies.
• Compile comprehensive event reports detailing attendance metrics, stakeholder feedback, media coverage, and financial performance.
• Present key insights and recommendations to the BIA Board and stakeholders to support data-driven decision-making for future events.

QUALIFICATIONS & SKILLS

• Minimum of 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

• Tentative Start Date: April 21, 2025
• Event Date: August 23, 2025
• End Date: August 30, 2025
• Duration: 4 Months, 9 Days
• Location: Queen St. W., Toronto, ON – Roncesvalles Ave. to Dufferin St.
• 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: Monday, March 31, 2025, 5:00 P.M.

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 get in touch with 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).