Event Planner

The Canadian Psychological Association (CPA) is the national association for the science, practice and education of psychology in Canada. With over 7,000 members and affiliates, the CPA is Canada’s largest association for psychology. In its role as psychology’s national voice, the CPA’s vision is a society where understanding of diverse human needs, behaviours and aspirations drive legislation, policies and programs for individuals, organizations, and communities; it seeks to reach this through the advancement of research, knowledge and the application of psychology in the service of society.

A key role within the organization, the Event Planner will work with the Director of Events on the development and implementation, of all events to support and engage members in the science, practice, and education of psychology in Canadian society.

RESPONSIBILITY HIGHLIGHTS:

Pre-Event Logistics:

• Facilitate and lead the abstract management system (we use DE Systems, knowledge of this system is a bonus but is not required.)
  • Prepare abstract system
  • Prep and organized abstracts for Reviews
  • Send out Acceptance Letters
  • Lead and organize requests from participants
  • Work with the Webmaster & I.T. Governance person to prep for the Scheduling boxes with the google doc
  • Work with the Science Director to layout the program schedule of all accepted submissions
  • Pull Reports
• Work closely with the Director of Events on daily tasks and ensuring timelines are kept
  • Assist the Director of Events with venue selection, vendor management, supply management and related activities.
  • Provide administrative and logistical support to ensure that all events run at high quality, resulting in member satisfaction, efficiency and cost-effectiveness.
• Review and edit the convention printed program
• Actively seek out innovative and creative ideas for events through research, networking, and continuing education.
• Sponsorship and Exhibitors
  • Update sponsorship prospectus for each convention
  • Help solicit new sponsors and exhibitors, while continuing to foster relationships with returning exhibitors and sponsors.

Event Marketing:

• Work closely with the Communications Specialist to develop and distribute marketing/promotional materials for all upcoming events, including social media and member newsletter.
• Assist in defining the appropriate target audience for each event and responsible for pulling target lists, tracking of all event marketing and corresponding registration analysis.

On-Site Logistics:

• Responsible for collaborating with Director of Events and suppliers to ensure the smooth flow of events are achieved without any issues (i.e., venue, F&B, A/V, speakers, exhibitors).
• Facilitate and organize the onsite staff schedule
• Oversee the Convention App
  • Facilitate the convention app pre-event and onsite. Ensuring the event schedule is always up-to-date.
• Help oversee the registration process and desk and volunteers scheduling.

Post Event:

• Create, distribute and monitor surveys to evaluate and measure feedback from events.
• Assist Director of Events in defining event analytics to refine future events by analyzing online evaluations and preparing post-event reports.

Database Management:

• Ongoing maintenance of the Events Management module of the association management database, including event set-up, registration, marketing and analysis to ensure up-to-date accuracy.
• Act as one of the key contacts for database provider in processing Action Items for trouble- shooting and process improvements for the Events Management module.

Travel required across Canada up to four times per year.

Skills:

• Minimum of 5 years of experience in events/hospitality
• Experience with abstract management tools (DE Systems, MYConference Suite, we use DE Systems, knowledge of this system is a bonus but is not required.)
• Experience working with databases and online content, such as forms (e.g. MachForms), basic website editing (e.g., WordPress), and association management systems.
• Experience with email marketing and newsletter platforms (i.e., Mailchimp, D.E. Systems, MyConference Suite).
• Good understanding of event planning, execution of an event and marketing concepts.
• Creativity, originality and initiative in contributing to high-quality educational events and programs.
• Knowledge of database technology and event attendee technology platforms (i.e., virtual platforms, mobile apps, social media, audience participation tools).
• Bilingual communication skills will be an asset.
• Positive attitude, a willingness to work hard with the ability to multi-task.
• Must be able to carry a minimum of 50lbs (event boxes can get heavy) which may include moving heavy boxes.

The CPA is committed to an inclusive environment and respects candidates from all backgrounds regardless of race, gender, ethnicity, religion, age, national origin, disability, sexual orientation, or any other category protected by applicable law. The CPA will engage with candidates who best fit the requirements of the role and have the experience in event planning.