Afiwi Groove School is seeking a Showcase Event Planner to support the planning, coordination, and execution of our June 28 Showcase at the Regent Theatre.

This role will help oversee the event experience from a planning and logistics perspective, ensuring all moving parts come together smoothly — including timelines, vendor coordination, volunteer organization, front-of-house flow, and overall event readiness for two shows.

The Event Planner will work closely with Afiwi leadership, instructors, production team, and volunteers to help deliver a professional, organized, and memorable showcase for performers, families, and guests.

Key Responsibilities

1) Showcase Planning & Coordination

Support the overall planning and execution of the Afiwi Groove School Showcase.

Develop and maintain a showcase planning timeline with key deadlines and task ownership.

Coordinate planning meetings and track action items.

Help ensure all event details are aligned across teams (production, instructors, volunteers, front-of-house, etc.).

2) Event Logistics Management

Coordinate event logistics for the Regent Theatre showcase, including setup, flow, and transitions.

Support planning for check-in, seating flow, audience experience, and event timing.

Assist with organizing backstage/front-of-house coordination in collaboration with the stage/production team.

Prepare a detailed event-day run-of-show (arrival times, setup times, show times, transitions, strike/pack-up).

3) Vendor & Partner Coordination

Liaise with event-related vendors and service providers (as assigned), such as:

Decor

Photography/videography

Printing/signage

Refreshments (if applicable)

Theatre contacts / venue coordination support

Confirm deliverables, timing, and logistics with each vendor.

Track outstanding needs and follow up on deadlines.

4) Volunteer Coordination (Event Support Team)

Help identify and organize volunteer needs for event day (front-of-house, ushering, check-in, runner support, etc.).

Create volunteer shift schedules for two shows.

Support volunteer orientation and communication before and during the event.

Ensure volunteers understand roles, timing, and expectations.

5) Show Day Execution (June 28)

Provide on-site event coordination support for setup, both shows, and post-event pack-down.

Monitor event timeline and ensure teams stay on schedule.

Communicate with key leads to address real-time needs and adjustments.

Help ensure smooth transitions between the two showcase performances.

Event Details

Afiwi Groove School Showcase

Date: June 28

Venue: Regent Theatre

Format: Two shows

Support Needed: Pre-show planning + full event-day coordination support

Skills & Qualifications (Preferred)

Experience in event planning, event coordination, or production support

Strong organizational and project management skills

Ability to manage multiple timelines and moving parts

Strong communication and follow-up skills

Calm, solutions-oriented, and able to work under pressure

Experience working with community events, arts organizations, or youth/family events (an asset)

Comfortable working collaboratively with staff, instructors, volunteers, and venue teams

Reporting / Collaboration

This role will work closely with:

Afiwi Groove School Leadership / Showcase Lead

Artistic Director / Instructors

Stage Manager / Production Team

Costume Coordinator / Backstage Team

Volunteers and Parent Support Team

Regent Theatre contacts (as needed)

Deliverables (Suggested)

Showcase planning timeline and task tracker

Event-day run-of-show / logistics plan

Volunteer schedule and support plan

Vendor coordination tracker (if applicable)

On-site event coordination for June 28 (two shows)