Company Description The National Capital Region Music Festival, widely known as the Kiwanis Music Festival, has celebrated young musicians in Ottawa since 1945. What began as a three-day competitive event has grown into a four-week festival every April, with over 3,000 entries and more than 8,000 participants. The festival is hosted at multiple churches and schools across Ottawa and concludes with a Highlights Concert at Algonquin Commons Theatre, showcasing outstanding young performers.

It is a registered charity supported by donations, sponsorships, and participant registration fees, and is governed by a voluntary Board of Directors. A small part-time staff works alongside more than 300 volunteers to deliver a high-quality, community-centered musical experience each year.

Trophy CoordinatorVolunteer Role – National Capital Region Music Festival

Role OverviewThe Trophy Coordinator is responsible for managing the Festival’s trophy program from the return and preparation of trophies following each Festival, through trophy distribution and engraving, to final storage and record-keeping.

This is a hands-on volunteer role involving communication with trophy winners, coordination with Festival staff and venues, transportation and preparation of trophies, and maintaining accurate trophy records. The Festival has 90+ trophies in circulation.

Key ResponsibilitiesBefore the Festival

- Coordinate the return of trophies from the previous year, including contacting trophy winners, providing drop-off information and following up on outstanding trophies.




- Coordinate trophy drop-off locations and make alternate arrangements where required.
- Pick up, transport and safely store returned trophies.
- Maintain the master List of Trophy Winners (LTW) and update it throughout the process.
- Clean, polish and make minor repairs to trophies; coordinate major repairs with the Festival’s trophy supplier/engraver.
- Prepare trophies required for the upcoming Festival and confirm which trophies will be awarded.

During the Festival

- Coordinate the delivery and/or pickup of trophies required for special Trophy Classes and playoff events.
- Work with Festival staff and Discipline Coordinators to ensure trophies are at the appropriate venue when needed.
- Ensure trophy winner information sheets are completed and accurately recorded.
- Update the master LTW with winners’ names and contact information.
- Transport awarded trophies to the engraver in batches, ensuring each trophy is accompanied by the appropriate winner information.

After the Festival

- Liaise with the engraver regarding the progress of trophy engraving and pickup.
- Follow up on unclaimed trophies and retrieve them from the engraver when appropriate.
- Ensure all trophy records and winner information are complete and up to date.




- Return unclaimed trophies and records to Festival storage.
- Provide the Festival office with the final LTW and ensure relevant records are filed appropriately.

- Time CommitmentThe role is primarily seasonal, with work beginning in January to coordinate trophy returns and preparation, increasing during the Festival in March/April, and concluding in June/July as engraving and trophy pickup are completed. The workload is concentrated around trophy return deadlines, Festival Trophy Classes and post-Festival engraving. Ideal CandidateThe Trophy Coordinator should be:

- Organized, dependable and detail-oriented
- Over 30 years of age
- Access to a vehicle and drivers licence
- A valuable communicator who is comfortable contacting participants and coordinating with volunteers and staff
- Comfortable with transportation and handling of trophies
- Able to manage spreadsheets and basic digital records
- Comfortable working independently and adapting to last-minute changes
- Available for occasional daytime pickups/drop-offs and Festival events

You do not need to be a musician to take on this role. The most important qualities are organization, reliability, communication and a willingness to help create a positive Festival experience. SupportThe Trophy Coordinator works closely with Festival staff and Discipline Coordinators. Festival staff can provide access to relevant records, contact information, schedules and Festival systems, as well as reimbursement for approved mileage and expenses.

To express interest:

Please contact [email protected]

📌 Volunteer Trophy Coordinator (Ottawa)
🏢 National Capital Region Music Festival
📍 Ottawa