Marketing Event Coordinator

Title: Event Producer
Rate: $35 per hour, t4
Location: Downtown, Toronto (1x per week)
Start date: Early July 2025

Position Overview
This role is responsible for managing event logistics and vendor relationships, coordinating production and AV requirements, driving attendee registration and engagement, and delivering post-event reporting that demonstrates ROI. 

Key Responsibilities

• Plan and manage end-to-end event logistics for in-person, virtual, and hybrid events, including timelines, run-of-show documents, and on-site coordination.
• Own event registration and attendee management using registration systems (Eventbrite, Cvent, Bizzabo or equivalent) and ensure smooth check-in, badge printing, and access control.
• Coordinate virtual event production across platforms such as Hopin, Zoom, ON24, and WebEx; manage rehearsals, stream switching, and technical troubleshooting.
• Manage vendor relationships and contracts for venues, caterers, production companies, AV technicians, and temporary staff; negotiate terms and ensure SLAs are met.
• Develop and execute event marketing campaigns in collaboration with Demand/Marketing teams: email marketing, paid social (LinkedIn Ads, Meta/Facebook), organic social, and landing page/CMS support (WordPress).
• Work with CRM (Salesforce) and Marketing Automation platforms (Marketo, Eloqua, Pardot, HubSpot) to build attendee journeys, nurture sequences, and ensure accurate lead capture and routing.
• Oversee sponsorship management and fulfillment, including package creation, on-site activation, signage, and post-event deliverables.
• Manage exhibitor relationships, floor plans, booth logistics, and exhibitor services to deliver a seamless attendee experience.
• Administer lead retrieval systems and qualification processes, ensuring captured leads are properly transferred to sales and tagged in CRM for follow-up.
• Create and maintain event budgets, track spend, process invoices, and deliver financial reconciliation and post-event financial reporting.
• Partner with creative teams or use Adobe Creative Suite (Photoshop, InDesign, Illustrator) to produce event assets, presentations, and sponsor collateral.
• Use project management tools (Asana, Trello, MS Project) to coordinate cross-functional stakeholders, manage timelines, and ensure timely deliverables.

Qualifications.

• 2-5 years of event coordination or marketing events experience supporting in-person, virtual, and hybrid events.
• Hands-on experience with event platforms and registration systems such as Hopin, Eventbrite, Cvent, or Bizzabo.
• Experience running virtual events and webcasts on Zoom, ON24, WebEx or similar platforms and coordinating virtual production.
• Familiarity with CRM (Salesforce) and one or more Marketing Automation platforms (Marketo, Eloqua, Pardot, HubSpot).
• Proven experience with email marketing tools and audience segmentation; familiarity with Mailchimp is a plus.
• Knowledge of social media management tools (Hootsuite, Sprout Social) and paid social advertising (LinkedIn Ads, Facebook/Meta Ads).
• Experience with sponsorship management and exhibitor services, including fulfillment and onsite logistics.

In this position, you may have access to client or customer systems, confidential and/or proprietary information or data. This position is onsite and requires you to work closely with other individuals in a collaborative team environment.