We are seeking a detail-oriented and organized Vendor and Partnership Development Coordinator to manage the vendors and sponsors for our upcoming festival. The ideal candidate will oversee all aspects of vendor and sponsor relations, including recruitment, coordination, setup, and troubleshooting. The Vendor and Partnership Development Coordinator will work closely with vendors, sponsors, festival staff, and event organizers to ensure smooth operations and deliver a positive experience for all parties involved. Currently we are waiting on funding, and this position will only occur once funding has been approved.
Vendor Support:
Vendor Recruitment & Selection:
Assist in recruiting festival vendors, including food, beverage, arts and crafts and retail vendors. Review applications and select vendors based on event needs, criteria, and available spaces.
Vendor Communication & Coordination:
Serve as the main point of contact for all vendors, providing clear communication regarding event details, deadlines, requirements, and logistical information. Ensure vendors are informed of setup, event schedules, and any changes.
Vendor Contracts & Agreements:
Assist in preparing and managing vendor contracts, ensuring all required documentation (licenses, insurance, permits) is submitted, and deadlines are met.
Vendor Payments & Invoicing:
Track vendor payments, process invoices, and ensure that all financial transactions are completed accurately and on time. Work closely with the finance team to reconcile vendor accounts.
Logistics & Setup:
Oversee the logistics of vendor placement at the festival, including booth allocation, power, water, and access requirements. Coordinate setup and tear-down processes to ensure a smooth operation for all vendors.
On-Site Vendor Support:
Provide on-site support for vendors during the event, troubleshooting any issues that arise, ensuring compliance with festival guidelines, and maintaining a positive working relationship.
Compliance & Safety:
Ensure that all vendors comply with health, safety, and legal requirements, including food handling regulations, fire codes, and insurance coverage. Ensure vendors have the necessary permits and meet festival standards.
Vendor Satisfaction & Relationship Management:
Monitor vendor satisfaction throughout the event and gather feedback post-event to improve future vendor experiences. Address concerns or complaints promptly and professionally.
Festival Promotion & Marketing Support:
Work with the marketing team to promote vendors and their offerings through the festival’s website, social media, and printed materials. Ensure vendor branding is accurately represented.
Partnership Development:
Sponsorship Acquisition:
Assist in identifying, reaching out to, and securing new sponsorships for the summer festival and events throughout the year. Maintain a pipeline of potential sponsors and contribute to the development of sponsorship proposals and presentations.
Sponsor Relationship Management:
Act as the main point of contact for sponsors, providing exceptional customer service and ensuring their needs and expectations are met before, during, and after events.
Sponsorship Contract Coordination:
Prepare and manage sponsorship agreements, ensuring that all deliverables are clearly outlined, and work closely with the Executive Director to ensure contracts are executed correctly.
Event Planning & Execution:
Support the team in integrating sponsors into event activities, ensuring sponsors receive their agreed-upon benefits (e.g., logo placement, speaking opportunities, banner placement).
Brand Integration:
Work closely with marketing, creative, and event teams to integrate sponsor branding into promotional materials, digital content, and event setups.
Reporting & Analysis:
Track and report on sponsorship performance, including ROI, engagement metrics, and overall satisfaction. Prepare post-event reports and gather feedback to evaluate the effectiveness of sponsorships.
Sponsor Communications & Updates:
Keep sponsors informed about event timelines, promotions, and new opportunities. Provide regular updates and ensure transparent communication throughout the sponsorship lifecycle.
Event Logistics:
Assist in the logistical coordination of sponsor-related activities, such as managing on-site branding, and coordinating with vendors and suppliers.
Key Attributes:
- Detail-oriented with a focus on logistics and accuracy.
- Strong interpersonal skills and customer service-oriented mindset.
- Ability to work in a fast-paced, dynamic environment.
- Strong conflict resolution skills and the ability to handle difficult situations calmly and professionally.
- Ability to think strategically and identify new opportunities for sponsorship growth.
- High level of professionalism and customer service orientation.
- Proactive, self-starter, and able to work independently and as part of a team.
- Access to a vehicle.
Qualifications:
- 2+ years of experience in sponsorship coordination, event planning, or marketing (preferred).
- Strong organizational and project management skills.
- Excellent communication and negotiation skills, with the ability to build and maintain relationships.
- Excellent organizational and time-management skills, with the ability to handle multiple tasks simultaneously.
- Experience with sponsorship proposals, contracts, and reporting.
- Problem-solving skills and the ability to handle high-pressure situations.
- Knowledge of event logistics, including vendor setup, booth requirements, and safety regulations.
- Proficiency in Google Workspaces.
- Ability to work flexible hours, including weekends (for onsite events).
- Ability to work in a fast-paced, deadline-driven environment.
Wage: $22/hour.
Shifts: Monday – Friday, some weekend work closer to the festival
Hours: 37.5 hours per week.
Please send a CV along with a cover letter to director@nlfb.ca.
