Brief Description:

Location: Ottawa, ON, Canada
Position Type: Temporary, 25-30 hrs/week
Duration: August 2024 – November 2024
Salary: $ 22.50/hr
Reports to: Community Engagement & Conference Manager

BACKGROUND
The Alberta Council for Global Cooperation, on behalf of the Inter-Council Network, implements a capacity
building initiative entitled Spur Change: Capacity-Building & Knowledge Sharing for SMOs, to enhance the
contribution of Canadian Small and Medium Organizations (SMOs) to Canada’s international development
efforts towards achieving gender equality, the empowerment of women and girls, poverty reduction, and the
achievement of the Sustainable Development Goals (SDGs).
The Pathways to Gender Equality conference, scheduled to be held in Ottawa from November 6th to
November 8th, 2024, is a key event organized by Spur Change that aims to advance gender equality and
empowerment by showcasing the impactful work of small and medium organizations (SMOs) in international
cooperation. To ensure the success of this significant event, we seek to hire a Conference Logistics
Coordinator based in Ottawa to support the planning and execution of the conference, particularly focusing
on logistical aspects.

POSITION OBJECTIVE
The objective of hiring the Conference Logistics Coordinator is to ensure the seamless planning, coordination,
and execution of all logistical aspects related to the conference venue and associated activities.

KEY RESPONSIBILITIES
The Conference Logistics Coordinator will work closely with the Community Engagement & Conference
Manager and other team members to execute the following tasks:
Venue Coordination
● Liaise with the venue management to confirm all logistical arrangements, including room
setups, audio-visual requirements, catering, and signage.
● Oversee the setup and breakdown of the conference venue, ensuring all equipment and
materials are in place.
● Coordinate with suppliers and contractors for any additional services required at the venue.
Participant Management
● Manage participant registration and maintain an up-to-date attendee list.
● Assist with travel and accommodation arrangements for participants and speakers as
needed.
● Prepare and distribute conference materials, such as badges, programs, and informational
packets.
On-site Support
● Act as the main point of contact for all logistical queries during the conference.
● Coordinate volunteer staff and ensure they are briefed on their roles and responsibilities.
● Monitor the execution of the event schedule and address any issues that arise promptly.
Post-Conference Activities
● Oversee the disassembly of the venue and ensure all rented equipment is returned.
● Conduct a post-event debrief and prepare a report summarizing the logistical execution and
any recommendations for future events.

DELIVERABLES
The Conference Logistics Coordinator will be responsible for the following deliverables:
● Detailed logistical plan for the conference, including timelines and responsibilities.
● Regular progress reports to the Community Engagement & Conference Manager.
● Successful on-site coordination of all logistic support during the conference.
● Post-conference report on logistical execution and recommendations.

QUALIFICATIONS
The ideal candidate should possess the following qualifications:
● Proven experience in event planning and logistics, particularly with conferences or large-scale events.
● Excellent organizational and time management skills.
● Strong communication and interpersonal skills.
● Ability to work under pressure and handle multiple tasks simultaneously.
● Be located in the Ottawa area and be familiar with the Ottawa area and local vendors.
● Bilingual, French and English, preferably.
● Availability to work flexible hours, including weekends and evenings as needed.

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