EVENT COORDINATOR (NOC 1226) - ITSESSENTIAL

1 EVENT COORDINATOR ( noc 1226 ) Job Definition1: An EVENT COORDINATOR assists an EVENT manager by: coordinating and executing a detailed plan from established objectives and strategies training, motivating and leading staff and volunteers monitoring and evaluating the EVENT and making the necessary recommendations. An EVENT COORDINATOR may also be called an assistant EVENT director or an assistant EVENT producer. Additional Occupational Information2: EVENT coordinators are related to the NOC group Conference and EVENT Planners . Conference and EVENT planners plan, organize and co-ordinate conferences, conventions, meetings, seminars, exhibitions, trade shows, festivals and other events .

2 They are employed by tourism associations, trade and professional associations, convention and conference centres, governments and by conference and EVENT planning companies. Overview: This Occupational Language Analysis (OLA) presents Canadian Language Benchmarks (CLB) competencies and typical listening, speaking, reading and writing tasks performed at a competent level by (occupation)s. The tasks are illustrative only, and do not provide a complete sample of what an EVENT co-ordinator does on the job. Other essential skills such as numeracy and computer skills are beyond the scope of the OLA. The OLA was validated by a panel of people employed in the occupation and by CLB experts.

3 It was developed by CLB experts using three key resources: the Canadian Language Benchmarks 2000, Centre for Canadian Language Benchmarks and Citizenship and Immigration Canada the National Occupational Standards for EVENT COORDINATOR , 2nd Edition, Canadian Tourism Human Resource Council 1 National Occupational Standards for the Canadian Tourism Industry: EVENT Co-ordinator, 2nd Edition, Canadian Tourism Human Resource Council Centre for Canadian Language Benchmarks December, 2005 1 OLA: EVENT Co-ordinator 2 Essential Skills Profile for Special events Co-ordinator and Special events Managers (posted as of November 25, 2005) Human Resources and Skills Development Canada Centre for Canadian Language Benchmarks December, 2005 2 OLA.

4 EVENT Co-ordinator the Essential Skills Profile for Special events Co-ordinators and Special events Managers (posted as of November 25, 2005), Human Resources and Skills Development Canada For a more complete picture of the competencies that are needed to perform this occupation, refer to these source documents. How to Read this Occupational Language Analysis: The titles, numbers and sequence of categories are based on the Canadian Language Benchmarks 2000, which address four major skill areas; Speaking, Listening, Reading and Writing. CLB competencies (language descriptors) are entered at the left margin and followed by a number indicating the benchmark level (1 12) for each competency.

5 Sample occupational tasks (work/task descriptors)drawn from the Essential Skills Profile or the National Occupational Standards are indented and italicized underneath each competency and referenced to their source, as follows: Task Source Reference Example Essential Skills Profile ES + the first letters of the profile section (ES-DU) = Essential Skills Profile, Document Use section National Occupational Standard NOS + the section/subsection ( ) = National Occupational Standard, Major Category B, Skill 2; Subskill 5 Comparative Ratings: The following chart compares typical and most complex essential skills ratings for EVENT co-ordinators, based on the Essential Skills Profile, to the corresponding range of CLB ratings, as suggested in the Canadian Language Benchmarks and Essential Skills Comparative Framework3.

6 These are general ranges and there may be some language tasks that fall outside of this range. Skill Area Typical Most Complex Essential Skills CLB Essential Skills CLB Speaking 1 - 3 5 - 10 3 9 - 10 Listening 1 - 3 5 - 10 3 9 - 10 Reading 1 - 3 3 - 9 3 7 - 9 Writing 1 - 5 4 - 12 5 11 - 12 Common Conditions of Communication: Condition Description Purpose taking/giving direction, marketing/selling, leading/directing, coordinating events Audience VIPs, general public, clients, staff/volunteers, suppliers Context changing venues, often stressful, work may be in public (on radio, in front of microphone) Topic complex and multiple details of events which are immediate, proposed or planned Mode face-to-face.

7 In person, by phone, computer, radio 3 Canadian Language Benchmarks and Essential Skills Comparative Framework, Centre for Canadian Language Benchmarks, 2005 Centre for Canadian Language Benchmarks December, 2005 3 OLA: EVENT Co-ordinator Skill: Speaking I. Social Interaction Interpersonal Competencies Introduce a person ( , guest, speaker) formally to a small familiar group. (CLB 6) introduce staff and volunteers to co-workers and supervisors ( ) Make or cancel an appointment or arrangement.

8 (CLB 6) call suitable applicants and arrange interviews ( ) Respond to a minor conflict or complaint. (CLB 8) cope with delays and slipped deadlines. They must consult with stakeholders and determine what must be done to get the EVENT back on track (ES-TS) may have to handle customer complaints and disgruntled participants. They investigate the problems and take steps to resolve them (ES-TS) Express welcome, recognition, validation/acknowledgement/encouragement of individuals or groups, privately and in public, formally and informally. (CLB 12) recognize team and individual achievements ( ) Conversation Management Manage conversation.

9 Check comprehension. (CLB 8) paraphrase to confirm understanding, ask questions ( ) Recognize and prevent conflict-escalating language behaviour by reframing negative statements. (CLB 11) interact with audience to field questions or handle complaints (ES-OC) Phone Competencies Carry on a brief phone conversation in a professional manner. (CLB 8) call suppliers regarding food, beverages and equipment rentals (ES-OC) perform security checks with local authorities if possible ( ) check references and request police checks if required ( ) notify all unsuccessful applications promptly if required ( ) II.

10 Instructions Give/pass on instructions about an established familiar process or procedure (technical and non-technical). (CLB 8) communicate policies and procedures to staff and volunteers ( ) communicate budget parameters to committees and staff; prepare recommendations for future budgets ( ) inform staff and volunteers of services and facilities available for those with special needs ( ); inform staff and volunteers of: registration procedures; location of venue features, , washrooms, meeting rooms, dining rooms; accreditation system ( ) communicate schedule and responsibilities to appropriate individuals, staff, suppliers ( ) Give instructions for carrying out very important procedures.