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, décor, 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 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

Pay: $38.50 per hour Expected hours: 30.0 per week

Advantages

- Company events
- On-site parking

Work Location: In person

📌 Event Coordinator -Dance Studio (Vancouver)
🏢 Baza Dance Studios
📍 Vancouver