Events Coordinator and Volunteers


The role of Events and Meeting Coordinator is hands-on wholly volunteer position and often involves working as part of a team. The Event and Meeting Coordinator must be able to complete a wide range of activities requiring clear communication, excellent organisational skills and attention to detail. You must work well under pressure, ensuring the smooth and efficient running of an event. The Event and Meeting Coordinator will be responsible for the production of events, sometimes from conception, through to completion. Events can include exhibitions and fairs; festivals; conferences and meeting; promotions and product or new program launches; social events such as sit-down dinners, cocktail parties, silent auctions and such like. Meetings will include any membership meetings and Board of Directors meetings, trustees meetings and the Annual General Meeting of members.

Typical activities may include researching markets to identify opportunities for events; liaising with staff and Pets Niagara management to ascertain their precise event requirements; producing detailed proposals for events including regular pet adoption events at local pet supply stores (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets); agreeing to, and managing a budget; securing and booking a suitable venue or location; ensuring insurance, legal, health and safety obligations are adhered to; coordinating venue management, caterers, stand designers, contractors and equipment hire; organising facilities for car parking, traffic control, security, first aid, hospitality and the media; identifying and securing speakers or special guests; planning room layouts and the entertainment programme, scheduling workshops and demonstrations; coordinating volunteer and/or staffing requirements for the event as well as briefing volunteers and/or staff as to their responsibilities and duties before, during and after the event; selling sponsorship/stand/exhibition space to potential exhibitors/partners; preparing delegate packs and papers if required; liaising with marketing and public relations coordinators to promote the event; liaising with staff and management of Pets Niagara as well as with independent designers, if required, to create a brand for the event and organising the production of tickets, posters, catalogues and sales brochures, plus social media coverage; coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly; 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 Pets Niagara management).

Event-day volunteers, among other duties will be required to meet and greet the public and carry out any duties assigned to them by the Event and Meeting Coordinator. Additionally, Event-day volunteers will be required, when necessary, to carry out routine animal care duties while at adoption and pet events and process applications for adoptions, donations, answer general volunteer opportunities' questions and direct interested parties to the appropriate place for full answers to their queries.


Additional Qualifications

Please note that allergic or other medical conditions which would be aggravated when working around animals or while performing volunteer duties may be a disqualification.

Additional qualifications for all of our volunteer positions include:

* Successful volunteer applicants who are under the age of 16 years will be assigned light duties only commensurate with their physical and mental ability and skills. Volunteers under the age of 16 must have an adult attend their volunteer sessions with them and remain throughout the whole course of the volunteer's shift. The parents and/or guardians of volunteers under the age of 18 years will be required to sign any medical liability waiver and release forms as well as the Confidentiality Agreement on behalf of the volunteer and themselves. The provisions for and requirements of volunteers under the age of 18 years may be amended from time-to-time without notice.


Requirements

  1. All volunteers report to the Executive Director and, from time-to-time, to the Assistant Manager.

  2. All volunteers are required to sign a Confidentiality Agreement* prior to engaging in any volunteer activities.

  3. All volunteers are required to sign a Medical and Liability Waiver* prior to engaging in any volunteer activities.

  4. All volunteers are required to represents Pets Niagara in a professional manner at all times: in appearance, demeanor and following the behavior expectations set by Pets Niagara.

  5. All volunteers must obtain and provide proof of tetanus vaccination prior to participating in any of our volunteer programs.

  6. Teasing, neglect or any instances of animal cruelty will not be tolerated and will result in immediate dismissal from your volunteer position.

It is expected that every volunteer of Pets Niagara supports its mission and values. Pets Niagara reserves the right to modify, change or add to the duties of these volunteer descriptions at any time. You, the volunteer understands and acknowledges that this position is terminable at will at any time by Pets Niagara. All donors names and contact information remain the property of Pets Niagara and cannot be taken or used. All graphics and proprietary information remains the property of Pets Niagara and cannot be used for any other purposes.


To apply for this volunteer position please fill out the online application or download the PDF file, complete it and mail it to us either by email or via Canada Post.


THANK YOU SO MUCH FOR BECOMING A VOLUNTEER FOR PETS NIAGARA! YOUR CONTRIBUTION TO OUR ORGANIZATION IS VERY IMPORTANT.

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