Event and Sponsorship Lead

Position Title: Event and Sponsorship Lead
Term: Full-Time Permanent
Reports to: Senior Director, Events & Corporate Affairs
and the Vice President, Business Development
Location: Ottawa (Hybrid)
Salary: $70,000-$80,000

The Public Policy Forum (PPF) is a leading non-profit, non-partisan charitable organization dedicated to finding innovative solutions to Canada’s most pressing challenges through research and dialogue among Canada’s leaders.

In this dual role, the Event and Sponsorship Lead is exceptional at organizing the coordination of virtual, in-person and hybrid round tables, summits, conferences, meetings. You are also proficient in sponsorship funding.

You bring solid technical production and event coordination experience with a passion for creating flawless and innovative events. The purpose of this role is to produce thought-provoking and impactful events that are tied to PPF’s objectives. This role requires the ability to coordinate multiple events concurrently, both in planning, execution and post event stages. The Event and Sponsorship Lead ensures events are successful and cost-effective.

This position requires the demonstration of creative execution combined with exemplary team player behaviours.

The position reports both to the Senior Director, Events & Corporate Affairs and the Vice President, Business Development. He/She will work closely with the PPF Communications & Marketing team, the Policy Team and other teams, as required. The Event and Sponsorship Lead also acts as back-up and support to the Senior Director, Events & Corporate Affairs.

• Lead and coordinate virtual, in-person and hybrid events, including round tables, summits, conferences and meetings.
• Set up and utilize virtual event platforms, including liaising with platform vendors and technical support to ensure flawless and successful delivery.
• Organize event logistics, including room reservations, catering, audio-visual requirements and on-site production.
• Track event invitations and registrations through multiple platforms, including Swoogo and Zoom.
• Ensure event-related expenditures remain within budget and flag any variances to the relevant manager or policy lead.
• Prepare event budgets and monitor expenses to ensure events are delivered within approved budgets.
• Review invoices and contractual agreements for venues, AV providers and other event suppliers, identifying and escalating issues or variances to the Senior Director, Events & Corporate Affairs.
• Communicate effectively with participants, speakers, sponsors and other event stakeholders.
• Track participant registrations and payments.
• Organize travel arrangements for staff, participants and speakers.
• Update event pages on the PPF website.
• Collaborate with internal teams to coordinate participant kits, nametags and other event-related assets.
• Execute on-site event set-up and tear-down.
• Manage post-event requirements, including surveys, reporting, KPIs and performance evaluations.

• Support the development and execution of sponsorship strategies and opportunities aligned with PPF’s events, programs and corporate objectives.
• Identify and research prospective sponsors, corporate partners and other external organizations whose interests align with PPF’s mandate and events.
• Develop and maintain relationships with existing and prospective sponsors and partners.
• Assist in developing sponsorship proposals, packages, presentations, benefits and supporting materials.
• Coordinate sponsorship outreach, follow-ups and communications in collaboration with the Vice President, Business Development.
• Track sponsorship commitments, deliverables, benefits, contracts, payments and reporting requirements to…