Job Title:

Conference Planner


Hot Docs


Toronto , ON

Closing Date:

August 31, 2024

Where: Toronto, ON / Remote work available

Salary: 29.00 to 31.00 hourly (To be negotiated) / 37.5 hours per Week

Terms of employment: Permanent Full Time employment

Start date: Starts as soon as possible

Benefits: Health benefits, Financial benefits, Long term benefits, Other benefits

Vacancies: 1 vacancy

Language: English

Education: Bachelor's degree or equivalent experience

Experince: 3 years to less than 5 years

Work setting:

  • Associations and non profit organizations
  • Arts and culture, Festival
  • Event producer
  • Cultural events
  • Community and public events

Type of media: Film

Film or video production experience: Documentary and features


  • Assist in:
    • Preparing financial reports
    • Budget preparation
    • Site selection and attend to related details
  • Develop risk management plans
  • Promote conference and meeting services or special events
  • Develop marketing and communication plans
  • Prepare, present and manage budgets
  • Solicit event donors
  • Co-ordinate and monitor conference and meeting activities and attend to related details
  • Co-ordinate set-ups, staging, seating, parking, communication systems and other details for special events
  • Confirm and co-ordinate speakers
  • Plan schedules, goals and objectives
  • Plan for required documentation and for pre- and post-distribution of documentation (itineraries, evaluations etc.)
  • Research and design special events programs
  • Plan for social events and guest programs
  • Prepare final financial and other reports
  • Plan and oversee Webinars
  • Co-ordinate workshops
  • Prepare funding and grant applications and proposals
  • Represent the company within various economic and social organizations
  • Report on structural, component or system failures
  • Review budgets and spending to ensure departments operate within funding limits
  • Schedule events, programs and activities
  • Participate in fundraising activities for charity or non-profit organizations
  • Deliver presentations at conferences, workshops or symposia
  • Manage events
  • Evaluate financial risk
  • Complete reports
  • Publicize activities, workshops, meetings and other events for fundraising or information purposes
  • Evaluate curriculum programs and recommend improvements
  • Analyze data and prepare reports

Technical Knowledge

  • MS Office (Excel, PowerPoint and Word)
  • MS Windows
  • Salesforce
  • Word processing software

Area of work experience

  • Business
  • Conference and meeting planning companies
  • Conference centres
  • Convention centre
  • Business administration/management
  • Special events

Area of specialization

  • Risk management
  • Reports and records
  • Project management
  • Film arts

Work condiitons

  • Attention to detail
  • Work under pressure
  • Tight deadlines
  • Fast-paced environment

Tools / Equiptment

  • Cellular phone
  • Internet access

Personal Suitability

  • Accurate
  • Efficient interpersonal skills
  • Excellent oral communication
  • Excellent written communication
  • Flexibility
  • Initiative
  • Organized
  • Team player
  • Time management
  • Resourcefulness
  • Ability to multitask


  • Dental, Vision and Health care plan
  • Disability benefits
  • Paramedical services coverage

Financial Benefits

  • Group insurance benefits
  • Life insurance
  • Registered Retirement Savings Plan (RRSP)

Long-term Benefits

  • Long-term care insurance
  • Maternity and parental benefits

Other Benefits

  • Learning/training paid by employer
  • Other benefits
  • Team building opportunities
  • Travel insurance
  • Wellness program


If you have the skills and experience required for this position, please forward your resume to:


Posted 2024-05-30

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