Event Coordinator

Liard Aboriginal Women’s Society (LAWS) is seeking an application from an experienced, organized, and community-minded event coordinator to lead the planning and logistical coordination of a one-week Kaska National Language and Cultural Gathering at Tū Chō in August 2027.

Scope of Work and Key Responsibilities

1. Project Planning and Coordination

• Develop and maintain a project workplan, timeline, planning calendar, and task tracker.
• Coordinate planning meetings, document decisions, track action items, and follow up on deadlines.
• Coordinate responsibilities with LAWS staff, flag risks and emerging issues, and recommend practical solutions.
• Maintain organized project records, schedules, contact lists, agreements, and related documentation.
• Provide regular progress updates to LAWS, including priorities, budget status, risks, and outstanding decisions.

2. Community, Program, and Participant Coordination

• Build respectful working relationships with participating Kaska Nations, communities, organizations, Elders, Knowledge Keepers, language workers, and other partners.
• Coordinate outreach and support partners in identifying presenters, facilitators, Elders, Knowledge Keepers, and participants.
• Work with LAWS, Elders, Knowledge Keepers, and language workers to coordinate the program and schedule, including workshops, presentations, language and cultural activities, and resource or documentation activities.
• Manage registration and participant communications, including event information, schedules, travel, accommodation, meals, transportation, and site details.
• Track participant needs, including dietary requirements, accessibility, and transportation, and coordinate appropriate arrangements.
• In consultation with LAWS, identify and coordinate an event assistant or additional temporary support as needed, and delegate appropriate tasks.

3. Vendors, Travel, and Site Logistics

• Coordinate with vendors, contractors, caterers, transportation and accommodation providers, and other service providers.
• Obtain quotes and coordinate bookings, purchasing, contracts, invoices, and receipts in accordance with LAWS approval and financial procedures.
• Coordinate travel and accommodation for Elders, Knowledge Keepers, presenters, staff, and participants as required.
• Work with LAWS staff to prepare Tū Chō for 100+ participants, including accommodations, meeting spaces, food services, equipment, transportation, sanitation, supplies, signage, and other site requirements.
• Coordinate event setup, daily operations, and takedown.

4. Communications and Documentation

• Coordinate invitations, announcements, registration materials, schedules, and event-related communications.
• Coordinate photographers, videographers, or recording personnel where approved and required.
• Organize photographs, audio, video, presentations, and language resources produced during the Gathering, as directed by LAWS.
• Ensure required permissions are obtained and cultural protocols and LAWS guidance are followed for recording, documentation, and handling of materials.

5. On-Site Event Delivery, Safety, and Contingencies

• Act as the primary logistical coordinator during the Gathering and coordinate staff, volunteers, vendors, presenters, and service providers.
• Ensure people have the schedules, information, equipment, and supplies needed to carry out their responsibilities.
• Coordinate daily schedules and respond to changing logistical needs.
• Work with LAWS leadership on emergency procedures and weather, transportation, health, or other contingency situations.

6. Budget, Evaluation, and Reporting

• Maintain a budget tracker and monitor commitments and expenses with LAWS staff.
• Keep complete records of quotes, approved purchases, contracts, invoices, receipts, and other required financial documentation.
• Follow LAWS approval procedures; the Coordinator may not commit LAWS to spending or sign agreements without authorization.
• Coordinate participant feedback and support evaluation of the Gathering.
• Prepare and submit a final report summarizing planning and delivery, participation, outcomes, feedback, expenses, and recommendations.

Required Qualifications and Experience

• Demonstrated project coordination and organizational skills, including experience delivering events, gatherings, conferences, or comparable community projects.
• Experience coordinating events in remote locations; experience with large events is an asset.
• Strong communication, relationship-building, planning, and problem-solving skills.
• Ability to manage multiple priorities, deadlines, people, vendors, and logistical details, while remaining flexible when circumstances change.
• Ability to work independently and collaboratively, and to follow through on commitments.
• Experience working respectfully with Elders, Knowledge Keepers, community members, and diverse partners.
• Proficiency with email, spreadsheets, scheduling, and common office or project-management tools.
• Availability to travel and work at Tū Chō during the Gathering, including setup and takedown.

Assets

• Experience working with First Nations or Indigenous organizations.
• Knowledge of Kaska language, culture, or communities.
• Experience supporting language revitalization or cultural programming.
• Experience coordinating land-based events or events at remote sites.
• Experience managing project budgets, funding requirements, procurement, and vendors.