About the Calgary Stampede!

The Calgary Stampede is a not-for-profit community organization that preserves and promotes our western heritage, cultures and community spirit with a vision to create a world-class, year-round gathering place for the community. Exemplifying the theme We’re Greatest Together, the Stampede is one of the most respected volunteer-based organizations in the world governed by a Board of Directors with over 2,500 passionate volunteers and 1,200 year-round employees.

As an organization that exists for the benefit of the community, inclusion and equity are woven into our core values of western hospitality, pride of place, integrity and commitment to the community. The world-class, year-round gathering place we have built for the community also welcomes visitors from around the world and those who are new to the local community. We know that blending diverse cultures with our long-standing traditions makes community spirit thrive.

Position Summary

The Exhibitor Concierge ensures that exhibitors have a seamless experience. They will be able to assist with the exhibitor journey from the pre-planning process through to the move-out. The team will answer questions about what services are required, greet and direct exhibitors upon arrival, provide quality assurance to ensure all services are received, troubleshoot, offer booth enhancements such as meals delivered to exhibitors in their booths and ensure that exhibitors have everything they need for move-out. The Exhibitor Concierge’s goal is to ensure that exhibitors have a point of contact, are afforded exceptional customer service and have a great experience.

The positions available are casual-part-time positions that will require the successful candidates to work flexible hours throughout the week.

Responsibilities

Responsibilities of this role include, but are not limited to:

Leadership

• Providing guidance and leadership to fulfillment teams on event related matters.
• Leading by example at all times while contributing to the overall goals and objectives of the organization and delivering on the expectations of our customers.
• Deliver exceptional guest experience by proactively engaging and assisting exhibitors.

Event Execution

• Balancing exhibitor and client needs with the achievability of event logistics and venue standards.
• Ongoing liaison with exhibitor and supplier contacts for each event ensuring execution as planned. Ensuring all services are delivered accurately and on time as per work orders and floor plans.
• Resolving exhibitor issues & conflicts when events are booked back to back or when operating multiple, simultaneous events. Facilitating problem solving & conflict resolution with exhibitors, suppliers, employees, and stakeholders.
• Responding to all exhibitor requests including organizing, prioritizing, communicating, delegating and executing changes to service requirements and access. Ensuring changes or additions made on-site are authorized by appropriate signing authorities.
• Coordinating communication and efforts with all employees & suppliers towards the goal of providing the highest level of service excellence through consistent, accurate and ongoing communication.
• Ensuring event safety regulations are adhered to, liaising with the Client Concierge, exhibitors & suppliers during any building emergencies ensuring communication of essential information, guest safety and minimal event impact.
• Demonstrating emotional composure during fast paced and stressful situations.

Pre Planning

• Oversee exhibitor deliveries (when not managed by a display company), ensure return of exhibitor items left behind by following up directly with exhibitors.
• Work with and support the parking team on voyage control event requirements.
• Work with and support the food and beverage team on exhibitor orders and requirements.
• Liaise with trades teams and suppliers as required for pre-planning and event execution purposes.
• Monitoring and communicating via internal radio on multiple channels using an earpiece.
• Maintaining financial and operational accountability for last-minute exhibitor requirements and relaying these changes to affected teams.
• Keeping service excellence top of mind in execution of event requirements.

Administration

• Utilizing Ungerboeck to review and analyze information in daily reports.
• Maintaining a detailed log of activities during each shift.
• Communicating all relevant information during handover to assigned exhibitor concierge team member to ensure seamless shift transitions.
• Ensuring exhibitor requirements and associated plans are properly shared and implemented.
• Participating in department pre & post event planning meetings as required.
• Knowledgeable in border crossing and international customs requirements, and able to relay information to exhibitors.

Qualifications

The ideal candidate will be proactive, optimistic and have worked in a dynamic environment where they have experience delivering on multiple priorities and will hold the following qualifications:

Education

• Completion of a 2-year diploma or certificate in event management, hospitality or business preferred.

Previous Experience

• Experience in the events industry with large-scale event operations.
• Experience in some or all of the following: event technology and event/venue logistics.
• Experience in customer service.

Technical Knowledge

• Experience with Ungerboeck (EBMS) considered an asset.
• Experience with floor plan systems.
• Experience with MS Office, radios and tablets.
• Experience with event technology considered an asset.

Communication

• Strong verbal and written communication skills, able to choose appropriate, effective ways to communicate to different audiences including both internal and external stakeholders.
• Ability to articulate a clear, concise, yet detailed idea, thought or concept.
• Actively listen, ask questions, be curious.
• Aware of and responsive to nonverbal communication styles, recognizes and adapts to cultural differences in communication styles.
• Effectively deliver and receive constructive feedback in an effort to continuously improve.

Critical Thinking

• Demonstrates resourcefulness by utilizing information from a variety of sources to identify challenges and opportunities, identify the root cause, evaluate options and make quick yet informed and appropriate decisions.
• Anticipate needs, expectations and challenges before they arise.
• Breaks down complex tasks into manageable parts in a systematic, detailed way.
• Ability to apply analytical techniques to identify the root cause of a problem and find the best solution.
• Anticipates the risk or implications inherent in a suggested solution and develops contingency plans to mitigate their impacts.

To Apply

To apply, please submit your resume.

All applicants