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Project Coordinator Carnaval del Sol

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Position description: 

Project Description
Carnaval de Sol is the biggest Latin festival in the Pacific Northwest. It is 2 days of live music, art, dance, sports, and poetry in celebration of Latin American Culture. For 2017, Carnaval del Sol brought together more than 300 artists from different Latin American countries, 300 volunteers, 90 vendors and we support our community to make dreams happening in true Latin-American plaza.

This is a 20 hours/week position between September to December 2017, and after full time January to
August 2018.


Core Responsibilities
Organization & Communication
● Work together with the Project manager of the management of organization-wide projects, tasks
and deadlines
● Plan and organize Carnaval del Sol and Latin American Week events with Project Manager
● Project Leader of Flamenco, Tango and Wine in one Night -In charge of the planning, organizing
and executing and manage all the event
● Project Leader of Canada Day Parade -In charge of the planning, organizing and executing and
manage all the event
● Maintain notes from meetings, draft regular internal communications in the absence of the
Project Manager
● Be part of regular staff & board meetings to achieve project outcomes
● Work closely with the Project Manager to assist with requesting quotes
● Thank you email needs to be send out to public, partners, sponsors testimonies need to be
● Assist with the manage multiple events and coordinate on-site execution of event
● Assist with set program goals and participants, assist to collaborate on marketing strategies and
production plan, communicate program information with participants, sponsors, and partners
● Where playing an assisting role: ensure Programming Coordinators exchange information with
Production, Volunteer, and Marketing Leaders as well as Carnaval del Sol’s design team, vendors,
and venues
● Assist with the organization of different facilities for car parking, traffic control, security, first aid,
hospitality and the media and liaison with the city of Vancouver. All the permits and letter to
neighbors needs to be sent.
● identifying special guests for all the different events and VIP Area
● Assist with the coordination of suppliers, handling client queries and troubleshooting before,
during and post the event to ensure that all runs smoothly;

● overseeing the dismantling and removal of the event and clearing the venue efficiently;

● Coordinate with various departments of Carnaval del Sol management team to meet project
objectives and deadlines
● Assist with the sourcing of all suppliers / service providers as requested. Attend meetings with
suppliers / service providers as appropriate
● Assist to meetings with the city and sponsors in absence of the Project Manager
● Follow up with suppliers / service providers as appropriate and confirm all details for confidence
1-2 weeks before the day of the event
● Support with the planning Carnaval del Sol layouts as well as the other events. the
entertainment program, scheduling workshops and demonstrations
● Support to create a brand for the different events and assist with the production of tickets,
posters, catalogues and sales brochures, plus social media coverage;
● overseeing the dismantling and removal of the event and clearing the venue efficiently;
● Post-event evaluation (including data entry and analysis and producing reports for all Carnaval
del Sol event stakeholders).
● Make all necessary preparations for the festival to occur. Design timeline, schedule of events
throughout the week, and organizing event logistics
● Discussion of theme, style etc... to gain a thorough understanding of your expectations, vision
and desired outcomes for the event
● Follow up with suppliers / service providers as appropriate and confirm all details for confidence
1-2 weeks before the day of the event
● Use and organize everything in Google Docs
● Additional duties as required
Human Resources
● Work with Production and Volunteer Coordinator to ensure efficiencies
● Ensuring that everyone who is working with Latincouver /Volunteers/suppliers and partners have
a contract of obligations, will work with our Contract advisor to ensure this task will be complete
● Coordinating staffing requirements and staff briefings
● Work together with the Human Resources manager to recruit volunteers
● Supervise the application process for volunteers
● Assist with the hiring, training and supervision of Carnaval del Sol management team and


 University or college graduation in event planner, communications, public relations, marketing or
other relevant discipline supplemented by formal business training
 1-2 years experience in marketing or event planning
 Outstanding communication and presentation skills both in public and customers relationship
 Ability to perform well under pressure, meet tight deadlines, and recognize changing priorities
 Deal effectively with non-routine matters and coordinate various activities
 Take responsibility, problem solve and make independent decisions
 Ability to work co-operatively and to coordinate with a variety of individuals both within and
outside the organization in a supportive and efficient team environment
 Cross-cultural competence and sensitivity
 Knowledge in Latino American culture and Spanish or Portuguese are a strong asset

 Proven ability to meet deadlines, fulfil client requests on short notice, work on multiple tasks and
adapt to change
 Exceptional verbal and written communication skills with extreme attention to detail
 Proficiency in Microsoft Word, Microsoft Excel, Google Drive
 Previous experience in hospitality, customer service or an agency setting is an asset
 Knowledge and experience in sales, marketing social media and communications
 A valid BC Driver’s License is required

Volunteer skills: 
Role is suitable for: 
All Ages
Additional Information: 

· Reference letter upon completion to upgrade your resume
· Expand your professional contacts through Latincouver’s rich network
· Feedback on your learning progress
· Be part of a fun professional staff team
· Learn new skills and an opportunity to practice different languages.

How to apply: 
Send your resume and cover letter to the email hr@latincouver.ca or fill out the application on our website and check out the many possibilities you can have with us. http://www.latincouver.ca/be-a-volunteer/ Start Date: As soon as possible.
Contact person: 
Volunteer Centre: 
Position type:
Skilled Role:
Position start/end date:
11 Sep 2017
Time Committment:
20 Hours Per Week
Time of day:
Work location:
2030 Marin Drive North Vancouver
North Vancouver, BC