Coordinator, Event Logistics & Operations

Toronto International Film Festival • Contract • Toronto, ON, CA • C$ 25 / hour • 1d ago

COORDINATOR, EVENT LOGISTICS & OPERATIONS

Contract

Full-time

Visitor Experience

TIFF is a charitable, cultural organization dedicated to presenting the best of international and Canadian cinema and creating transformational experiences for film lovers and creators of all ages and backgrounds in our home - TIFF Lightbox. Our mission: To transform the way people see the world, through film.

TIFF is committed to embracing diversity and treating all individuals with respect, dignity and fairness by removing physical, social and economic barriers to participation.

We encourage you to reflect on the land that you are on, who the traditional keepers of the land are, what the treaty relationship is, or if it’s unceded territory. TIFF is located on the Treaty Lands and Territory of the Mississaugas of the Credit and the traditional territory of the Anishinaabe, the Wendat, and the Haudenosaunee. We are grateful to work on this land.

We are currently hiring for the position of:

COORDINATOR, EVENT LOGISTICS & OPERATIONS

Reporting to the Manager of Festival Logistics, the Event Logistics & Operations Coordinator assists with any year round administrative and procedural needs of the Logistics team as it relates to the support of different departments throughout the organization. Leading up to the Festival, the Event Logistics & Operations Coordinator will support the Logistics team by coordinating all logistical elements of the King Street closure for “Festival Street”.

RESPONSIBILITIES:

Shall include but not be limited to:

Year Round:

Support Event Production from a setup, Load-in and Strike perspective for special events by ensuring these elements are carried out as per the standards laid out by Logistics Team protocols.
Support booking and implementation of security personnel and facilities assistants for year round events and Festival activity.
Oversee event setups, strikes and related teams as required.
Provide administrative support to the Festival Logistics team including assistance with planning and support of Festival production operations.
Maintain and enforce industry leading safety protocols and guidelines across all production teams and partners.
Understand and uphold union regulations regarding setups and deliveries when working on special events.

Note: This role may require a flexible schedule, as some events take place outside of standard working hours (including evenings and weekends).

Festival & Festival Lead Up;

Coordination of logistics, equipment, and supplies for the production, operations, and site management of TIFF programming and partner activations for Festival Street.
Act as an on-site TIFF representative for logistics and production activities on Festival Street
Manage delivery, setup and install of all Festival Street rental equipment and supplies as required, and maintain accurate inventory at all times to ensure accurate returns.
Ensure the festival site is built to plan, while maintaining the production schedule.
Maintain relationships with property owners, community partners, the City of Toronto, sponsors, and other stakeholders regarding site set-up, access, and use.
Supervise production assistants and production staff
Onboard and train Production Supervisor for Festival Street to ensure proper coverage and knowledge-sharing during Festival
On-site coordination of production vehicle traffic
Maintain and enforce industry leading safety protocols and guidelines across all production teams and partners
Communicate changes in the production schedule to required parties
Coordinate load-in and load-out of sponsor activations
Keep detailed records on final layouts, installation locations, and FOH operational needs, particularly if changes were required onsite
Assist the Festival Street Production Supervisor, and Logistics managers in the supervision of festival operations, as needed, including Fan Zones, programming activations, security operations, and red carpet activities.
Deliver detailed post mortem notes and post-festival reporting on or before October 1st, 2025.
Other duties as assigned

NOTE – this position may involve extended hours during Festival.

JOB GRADE & SALARY:

Job Grade 1
$25 / hour

TARGET CONTRACT DATES:

Part Time (3 days a week): February 3 - March 1, 2025
Full Time: March 2 - December 31, 2025

WORK LOCATION:

Office Location: 350 King Street West, Toronto, ON M5V 3X5
Weekly in-office requirements:
- Minimum 2 days (November to May)
- Minimum 3 days (June to October)
Festival Office Requirements: Full Time during Festival

MINIMUM REQUIREMENTS:

Education & Experience
- Demonstrated experience in large event or festival production, logistics, or planning.
- Experience with indoor and outdoor event setups and operations.
- Previous festival, theatre, or large event production experience is an asset.
- University degree, college diploma or equivalent work experience
Skill
- Excellent planning, organizational, and problem solving skills
- Experience obtaining bids and working with vendors, including coordinating event rentals and deliveries
- Excellent verbal, written, and interpersonal communication skills as well as the ability to work with and form relationships with different departments within the organization
- Quick thinking and ability to prioritize workload to complete tasks throughout and event
- Experience and knowledge of city regulations, departments, and services a strong asset
- Proficient in Microsoft Office and web-based file sharing
- Ability to work both independently and in a team environment
- Desire and ability to take initiative and coordinate projects
- Ability to work and respond well in fast-paced and high pressure environments
- Understanding and commitment to creating a superior product
- Demonstrated leadership and supervisory abilities
- Ability to maintain efficiency while working under multiple, strict and tight deadlines
- Keen attention to detail
- An inquisitive, open-minded type, who seeks out new ways to support the development of the organization
- Ongoing awareness of safety standards and industry trends
Effort

Mental effort:

Ability to work and respond well in fast-paced and high pressure environments
Ability to work irregular hours (evenings, overnights, early mornings, weekends) as required.
Being aware of surroundings for extended period of time while operating around vehicles, public, security needs, etc
Providing service to several people, departments or venues

Physical effort:

Ability to stand, bend and/or lift for long periods of time
Ability to lift and carry between 10-35lbs for long periods of time
Ability to support physical production build of Festival Street as required
Working Conditions & Physical Requirements:

Hours and setting:

Year Round:
- When not working an event, standard Monday-Friday hours (40 hour weeks) will be maintained and work will be largely computer based.
- Special events may require evening and weekend work, as well as hour flexing
- Special events will require standing and walking
Festival:
- Will be required to work in-vehicle, outdoors, or in venue, depending on the needs of the day.
- Long hours leading up to and during festival (August-September)
- Physical exertion throughout festival and setup/strike
- Mostly standing and walking during Festival
Both Festival & Year Round
- Strong weekend availability
- Strong flexibility for evening

Physical Hazards:

Those associated with heavy and repetitive lifting
Will be working around live traffic, vehicles and production equipment
Unloading vehicles and/or golf carts

Environmental hazards (during Special Events & Festival):

Noise
Crowds & large groups of people
Vehicle hazards
Multiple competing priorities and demands
Dealing with difficult partners, festival attendees and other stakeholders
Temperature and weather
Dirt/dust
Outdoor workplace
May encounter non-violent protests and ambush marketers

HOW TO SUBMIT & APPLICATION DEADLINE:

All applications must be submitted online through TIFF’s Career Centre.
Please upload your cover letter and resumé as PDF(s), before the deadline of JANUARY 27, 2025.

CLOSING:

We thank everyone who applies for their interest, but only candidates selected for an interview are contacted.

Candidates must be legally able to work in Canada at this time.TIFF regrets that it is unable to sponsor employment Visas; however, TIFF considers and welcomes individuals on time-limited Visa status for this position. For consideration to those on time-limited Visa status, your Visa must allow you to complete the full contract.

Please send any questions via e-mail only to careers@tiff.net.

TIFF is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. As such, we welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of sexual orientation and gender identities.

If you are a person with a disability and require accommodation and/or assistance during the application process, please contact us in advance at careers@tiff.net. We strive to provide reasonable accommodations whenever requested.