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Afiwi Groove School is seeking a Event Planner (Production & Event Coordination Support) for a short-term June project supporting our June 28 Showcase at the Regent Theatre. This is a temporary volunteer role running only for the month of June.
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)
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Minimum age requirement is Yound Adult (Age 18-56) for all participants of this event.
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Thank you for your interest in this volunteer opportunity with Afiwi Groove School. We have received your application and will review it shortly. If you are shortlisted, we will contact you with next steps and scheduling details for the June 28 showcase. We appreciate your support and interest in contributing to this short-term project.
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