Sample Bilingual Event Coordinator Job Description Template printable pdf download

BBW Outsourcing, operating under BBW International Inc, specializes in providing staff for trade shows,

conferences and events across Canada. We are currently recruiting for the following position for our client

in Ottawa:

Bilingual Event Coordinator – Logistics, Exhibit and Speaker Administration

Main Responsibility:

To provide event support to Event Manager(s) and client projects assigned to as well as general support

and administrative assistance to company operations.

Scope of Work and Responsibilities:

For Event Coordination Related Work:

1. Assist an account event manager by:

o preparing preliminary event critical path / work plans;

o coordinating logistical arrangements, including implementing request for proposal processes

and coordinating services provided by event suppliers such as audio-visual, show services,

interpretation and translation, transportation, photography, customs brokerage, catering,

florists, printing, etc.;

o preparing drafts of promotional materials (including final programs and show guides) and

coordinating printing.

o As required, set-up on-line accommodation booking sites with applicable hotel properties

o Develop signage specifications and requirements and coordinate production of signage;

o coordinating abstract submission process;

o preparing first draft of the Timed Order of Proceedings (event run script);

2. Assisting with sponsorship and exhibit solicitation programs including sponsorship fulfilment and

exhibit support;

3. Preparation of speaker information packages and coordinating collection of speaker materials,

including biographies, session descriptions, authorizations and final presentations;

4. Maintain updated databases of speakers, sponsors, exhibitors, suppliers;

5. Prepare detailed function sheets to include information on meeting room set-ups, audio-visual

specifications, and all food & beverage selections and specifications;

For Event Registration Related Work:

1. Develop online registration form (English, French) using Event Wizard. Monitor on-line registration

processes

2. Track registration payments received and balance on a regular basis with Manager, Office and

Finance. Follow-up on outstanding registration fee payments.

3. Respond to enquiries from potential participants.

4. Prepare badges, event tickets and Participants’ List

5. Prepare detailed statistics report after the event.

Sample Bilingual Event Coordinator Job Description Template