Event Coordinator (Dance Studio)

Position Description
Event Coordinator (Latin Dance)
Baza Dance Studios Inc.
Position Summary
Position Title: Event Coordinator
Employer: Baza Dance Studios Inc.
NOC 2021 Code: 12103 Conference and event planners (TEER 2)
Employment Type: Full-time, permanent
Hours: 30 hours per week
Wage: $38.50 CAD per hour
Work Location: 1304 Seymour Street, Vancouver, BC V6B 3P3, with attendance at off-site event venues in Vancouver and the Lower Mainland when required
Start Date: As soon as possible
About Baza Dance Studios Inc.
Baza Dance Studios Inc. is a Vancouver-based Latin dance studio specializing in salsa, bachata, kizomba, and Brazilian zouk. The studio has been operating since 2016 and is an established part of Vancouver's Latin partner dance community. In addition to a regular class program, Baza operates a continuous events program consisting of three weekly community social dance events (Bachatopia Tuesdays, Baza Fridays, and the Saturday Practica) along with periodic special weekend programming, guest artist weekenders, and off-site special events.
Position Overview
The Event Coordinator is responsible for planning, coordinating, and executing Baza Dance Studios' full events program, including recurring weekly social dance events, special weekend programming, guest artist engagements, and off-site special events. The successful candidate will coordinate events from initial concept through completion, including scheduling, vendor and performer coordination, staffing, promotion, on-site event management, and post-event follow-through.
The position requires the ability to manage multiple concurrent events, coordinate diverse teams of performers and staff, and ensure that events are professionally organized, appropriately staffed, and delivered on schedule and on budget.
Main Duties and ResponsibilitiesEvent Coordination and Planning (primary responsibility)
Plan, organize, and coordinate Baza's recurring weekly social dance events (Bachatopia Tuesdays, Baza Fridays, Saturday Practica) and periodic special events, including weekender programming with visiting guest artists and off-site special events (Una Vibra, Baza BBQ, and other programming)
Develop event concepts, themes, and programming schedules aligned with Baza's community and business objectives
Coordinate all event logistics including scheduling, timelines, floor plans, sound and lighting arrangements, dcor, registration and door procedures, and room setup and teardown
Identify, engage, and coordinate guest instructors, performers, and DJs for weekender events, including outreach to prospective guest artists, negotiation of engagement terms, and coordination of contracts
Coordinate travel logistics for visiting guest artists, including booking flights, ground transportation, and accommodations
Schedule and coordinate instructors, staff, and volunteers required for each event
Coordinate with vendors and service providers as required for each event, including obtaining quotations, negotiating arrangements, and administering supplier agreements
Coordinate event registration, ticketing, guest lists, and participant communications
Prepare event schedules, production timelines, staff instructions, and event-day checklists
Supervise event setup, on-site event operations, and teardown; respond to and resolve logistical, scheduling, and operational issues as they arise during events
Monitor event budgets, expenditures, invoices, and other financial records related to the events program
Evaluate completed events and prepare recommendations for improving future events
Maintain organized records relating to event plans, suppliers, contracts, schedules, budgets, and participants
Develop and maintain relationships with venues, instructors, performers, suppliers, community organizations, and other event partners
Assist management in developing new events, festivals, workshops, and community programming
Event Music Management for Baza Events (supporting event execution)
As part of executing Baza's events program, the Event Coordinator is responsible for the music Management part of the events they coordinate, including:
Curating and maintaining event music libraries across the styles featured in Baza's programming (bachata, salsa, kizomba, and Brazilian zouk)
Coordinating with and briefing DJs hired for the events
Setting up, testing, and troubleshooting equipment as part of pre-event preparation
Event Documentation and Promotional Content (supporting event execution)
As part of executing and promoting Baza's events program, the Event Coordinator is responsible for the promotional content associated with the events they coordinate, including:
Preparing and coordinating event-related promotional materials, event announcements, and communications about upcoming events
Managing Baza's Facebook events and creating event-related promotional content for Facebook and Instagram using branded templates
Coordinating with Baza's marketing team on event-related promotional plans
Other Duties
Maintain a professional and welcoming environment at all Baza events and ensure a high standard of client and community experience
Coordinate event communications with participants, instructors, performers, vendors, sponsors, and venue representatives
Perform other related event planning and coordination duties as required
Qualifications Required
Completion of secondary school
A college diploma or university degree in event management, hospitality, business administration, communications, marketing, performing arts, or a related field; OR equivalent professional experience in event planning, event coordination, entertainment, or performing arts
Minimum 1-2 years of demonstrated experience planning and coordinating live events, including responsibility for scheduling, logistics, vendor coordination, and on-site event execution
Strong organizational and time-management skills; ability to coordinate multiple concurrent events and deadlines
Excellent verbal and written communication skills in English
Strong interpersonal and relationship-building skills; ability to work effectively with performers, vendors, staff, and community members
Strong problem-solving and decision-making abilities in a live event environment
Ability to work independently and as part of a team
Proficiency with standard office, scheduling, email, registration, and event-management software
Availability to work evenings and weekends on a recurring basis, as Baza's events take place primarily outside regular business hours
Employment Conditions
Wage: $38.50 CAD per hour
Hours: 30 hours per week
Employment type: Full-time, permanent
Primary work location: 1304 Seymour Street, Vancouver, BC V6B 3P3
Attendance at off-site event venues in Vancouver and the Lower Mainland is required when events are held off-site
Position requires flexibility to work evenings, weekends, and occasional holidays consistent with the event schedule