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

Solid 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

📌 Event Coordinator (Dance Studio) (British Columbia)
🏢 Baza Dance Studios
📍 British Columbia