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Current Job Postings

Production Manager

Volunteer Coordinator

Programming Liaison


Production Manager

Contract Dates: February 1 - July 31, 2022
Event Dates: July 15 - 17, 2022
Hours: Part-time moving into full-time as contract progresses
Compensation: $50,000 annually prorated per hours worked
Deadline to Apply: Applications will be accepted on an ongoing basis until the position is filled.

Toronto Outdoor Art Fair (TOAF) is looking for an agile Production Manager to manage the logistics of the 61st edition of Canada’s largest and longest-running outdoor art fair. This event showcases the works of over 300+ contemporary artists, as well as music and dance performances, art installations, food vendors and a beer garden to 130,000 visitors at Nathan Phillips Square in July 2022. 

The Production Manager will provide leadership in collaboration with the TOAF team on event strategy, operations and execution of the event. The Production Manager is responsible for the quick build and strike of the event while ensuring that permits, procurement, work plans, safety protocols, infrastructure, production needs and tasks are carried out effectively, efficiently, on schedule and on budget. TOAF is a small not-for-profit art organization delivering a major, demanding and fast-paced event with modest resources. Therefore, the ideal candidate will be resourceful, autonomous and have great agility and mental flexibility.

The duties and responsibilities of the Production Manager will include:

Planning & Management

  • Plan, manage and lead all aspects of the production of the outdoor event
  • Recruit and supervise production assistants and onsite crew with the Operations Manager
  • Create and manage the Fair production schedule/run of show
  • Develop the Fair’s site plan for exhibitors, vendors and activations with Operations Manager
  • Develop a load-in and load-out plan for all artist exhibitors, vendors, performers and suppliers
  • Create, implement and train other staff on Emergency Action Plan & Inclement Weather Plan as per city regulations

Permitting & Operations

  • Apply for and obtain all necessary permits and licenses from City of Toronto, Parks and Recreation, Toronto Fire & EMS, Waste Management, Toronto Traffic & Parking Authority, Public Health, Police, SOP and others
  • Develop and manage the production of all necessary Fair signage
  • Develop and maintain good working relationships with all relevant city departments and services and ensure compliance with their regulations
  • Coordinate site visits and tours of facilities with third party clients
  • Work with staff to plan and execute Launch Party (June 2022), Awards Ceremony, and Beer Garden
  • Manage art installations and performance programs including necessary permitting (Building Permits, SOCAN, COVID safety regulations etc.)
  • Manage the timely set-up and strike of the Fair, including clean-up of the Fair venue
  • Be on-site during the Fair at all times while work is being completed

Procurement & Vendors

  • Manage procurements to secure required supplies in a timely and cost-effective manner
  • Secure tent suppliers, event suppliers, printing supplies, Beer Garden set-up and transportation/vehicle suppliers
  • Solicit, negotiate and secure onsite food vendors and brand activations 
  • Solicit relevant sponsorships for hotel, printing and event catering
  • Oversee contractors and vendors to ensure all contractual obligations are met
  • Co-manage the Fair production budget with the Operations Manager under the direction of the Executive Director
  • Prepare budget and logistical reports for the Executive Director

Administration & Record Keeping 

  • Draft contracts and invoices
  • Monitor payment of invoices
  • Prepare a post-Fair report detailing successes, challenges, and suggestions
  • Other duties as assigned.

Production Manager: Position Specifications

It is essential that the Production Manager has:

  • A minimum of 5 years of experience in event planning with a preference for outdoor festivals or large public events
  • Excellent planning, leadership and negotiation skills
  • People Management Skills: Experience managing an onsite team/crew - skilled in coordinating and leading groups of people to achieve a common goal
  • Experience and knowledge of city regulations, departments, and services
  • Strong ability to prioritize, with superior attention to details 
  • Ability to perform under pressure in a demanding and fast-paced large-scale event with calm and poise
  • A natural problem solver 
  • Must be physically able to lift, move, twist, and bend while carrying up to 50 lbs and able to stand for long periods of time
  • Ability to work flexible hours, including some evenings and weekends
  • A valid driver’s license

It is desirable that the Production Manager has:

  • Familiarity/experience with events at Nathan Phillips Square
  • Post-secondary degree in production/live-event management
  • Experience working with street vendors and a licensed venue
  • Risk management experience, valid first-aid training
  • Experience working with in-person events during COVID-19/ familiarity with COVID-19 event safety regulations
  • Comfortable speaking in front of large groups of people
  • Knowledge of the goals and activities of TOAF
  • Experience with Google Drive, Slack, Critical Path

Work Location:

Due to the pandemic, some work will be completed virtually over Zoom, phone, Slack and Google Drive. We will arrange for approximately 2 or more days a week at the TOAF office (401 Richmond Street West, Toronto) if safety protocols and Toronto Public Health directives allow it. The frequency of in-person work and meetings will increase as we get closer to the in-person event in July.

How to Apply:

Please email [email protected] with “Production Manager Application” in the email subject line and include:

  • Your resume
  • 2 references with current contact information
  • A cover letter (max. one page) addressed to anahita azrahimi, Executive & creative Director, that addresses why you would like to work for TOAF and illustrates how your skills, knowledge and experience match the duties and qualifications

Volunteer Coordinator

Contract Dates: April 1 - July 31, 2022
Contract Fee: $3,500
Deadline to Apply: Applications will be accepted on an ongoing basis until the position is filled.

Toronto Outdoor Art Fair (TOAF) is looking for an agile Volunteer Coordinator to manage the volunteers at the 61st edition of Canada’s largest and longest-running outdoor art fair. This event showcases the works of over 300+ contemporary artists, as well as music and dance performances, art installations, food vendors and a beer garden to 130,000 visitors at Nathan Phillips Square in July 2022. The Volunteer Coordinator is responsible for the recruitment, training, scheduling, and management of over 150 volunteers necessary to implement the onsite Fair. TOAF is a small not-for-profit art organization delivering a major, demanding and fast-paced event with modest resources. Therefore, the ideal candidate will be resourceful, autonomous and have great agility and mental flexibility.

The Volunteer Coordinator’s responsibilities include:

  • Creation and management of Volunteer Coordinator work plan
  • In collaboration with TOAF team, assess volunteer needs across the Events
  • Designing and coordinating the application process and call for volunteers including effective recruitment of individuals for a variety of volunteer roles
  • Interview prospective Volunteer Captains
  • Facilitate and run informative, energetic volunteer and captain training sessions
  • Maintaining and updating volunteer databases and software, including tracking information, hours, roles and event participation
  • Develop ways to recognize and reward volunteer efforts (securing partnerships with local businesses to support volunteer perks)
  • Develop/update a comprehensive training presentation and volunteer handbook for each Event
  • Manage volunteers and the Volunteer Schedule to ensure volunteers are well-versed and well-informed of the event, their tasks, responsibilities, break times.
  • Be present at all times during the event

Volunteer Coordinator: Position Specifications

It is essential that the Volunteer Coordinator has:

  • A minimum of 1 - 3 years experience in volunteer management, community outreach, event or staff management
  • Ability to engage, motivate, communicate with, and lead large numbers of people
  • Agile, resourceful, and autonomous with high level organizational skills
  • Strong ability to prioritize, with superior attention to details 
  • Ability to perform under pressure in a demanding and fast-paced large-scale event with calm and poise
  • A natural problem solver 
  • Excellent computer skills
  • Be available to work flexible hours

It is desirable that the Volunteer Coordinator has:

  • Prior experience managing volunteers in similar cultural events and festivals
  • Knowledge of the goals and activities of TOAF
  • Familiarity with Nathan Phillips Square venue and operations
  • Familiarity with Volunteer management software
  • Previous experience with staff and/or volunteer recruitment or marketing outreach
  • AODA training and experience working with people with disabilities
  • A valid driver’s license

How to Apply:

Please email [email protected] with “Volunteer Coordinator Application” in the email subject line and include:

  • Your resume
  • 2 references with current contact information
  • A cover letter (max. 1 page) addressed to anahita azrahimi, Executive & Creative Director, that addresses why you would like to work for TOAF and illustrates how your skills, knowledge and experience match the duties and qualifications

Programming Liaison

Engagement Conditions: Independent Contractor 
Contract Dates: February 15 - July 31, 2022
Hours: Part-time moving into full-time as contract progresses
Contract Fee: $40,000 annually prorated per hours worked
Deadline to Apply: Applications will be accepted on an ongoing basis until the position is filled.

Toronto Outdoor Art Fair (TOAF) is looking for an agile Programming Liaison to coordinate free public programs at the 61st edition of Canada’s largest and longest-running outdoor art fair. This event showcases the works of over 300+ contemporary artists, as well as music and dance performances, art installations, food vendors and a beer garden to 130,000 visitors at Nathan Phillips Square in July 2022. The Programming Liaison is responsible for coordinating all online and in-person programming aspects of TOAF61 including Installations, Art Talks, Studio Tours, community partnership programs and family programming, that TOAF hosts for free each year. They will also work on Art Nest Incubator, a TOAF project in partnership with ArtworxTO: The Year of Public Art 2021-2022, which will showcase large-scale public installations by six emerging artists at the in-person Fair.

The Programming Liaison’s responsibilities include:

Planning and Liaison with TOAF Team and Program Stakeholders

  • Under the direction of the Executive Director and working with the TOAF team, oversee the successful preparation and execution of in-person programming (Art Nest Incubator, Walking Tours, etc.) and online programming (curated collections, Artist Chats on social media, Art Talks on Zoom)
  • Provide support for programming planning, research and invitations 
  • In collaboration with the team, build and maintain TOAF61 program schedule including all online and in-person programming
  • Be the main contact and liaison between the TOAF team and the participating program artists, curators and performers, providing them with necessary information and support prior to and during the event
  • Provide programming partners and artists onsite schedules, load-in/load-out info, parking passes, program locations and meeting points for the in-person Fair 
  • Collecting program information and content from participating artists and curators (artist statements, bios, images, video content etc.)
  • Support the creation of marketing and communications materials 
  • Coordinate rehearsals, studio tours and schedule meetings necessary for program delivery prior to the Fair

Technical and Logistical Program Support

  • Managing the technical aspects of online programs - creating Zoom webinars, running Instagram Lives, preparing partners with technical information, dry-runs etc.
  • Coordinating the logistical needs of programming and making sure they are delivered onsite and online
  • Overseeing the delivery and placement of programming signage onsite 
  • Creating web pages and Eventbrite pages for each program that requires sign up
  • Update program web pages and TOAF home page daily during the Fair 
  • Capturing and archiving recorded programs, captioning video content and uploads

Administrative

  • Integrate with TOAF’s everyday project management systems and tools including Excel, Word, critical path, Slack, Google Drive, Trello, Gmail
  • Assistance drafting contracts for artists and programming partners 
  • Drafting and updating a PDF guide for each programming partner (technical or onsite directions)
  • Final report on program reach and attendance numbers (online and in-person)
  • Assist with the evaluation process (participant surveys, gathering program participant feedback, etc.)

Programming Liaison: Position Specifications

  • A minimum of 1 - 3 years experience in cultural events, hospitality management or program delivery
  • Experience with running virtual events, familiarity with digital event tools and platforms (Zoom, Eventbrite, Instagram Live, Video Captioning Tools etc.)
  • Comfortable with public speaking and appearing on video and public programs
  • Well-versed in social media platforms (Instagram, Facebook)
  • Understands the nuances of stakeholder communications and is professional, friendly, welcoming, and inviting in written and verbal communications
  • Highly developed writing and communication skills
  • Familiarity with wordpress or basic web editing knowledge
  • Experience editing and captioning videos, knowledge of Adobe Creative Suite and photoshop an asset
  • Experience in supporting event accessibility an asset

How to Apply:

Please email [email protected] with “Programming Liaison Application” in the email subject line and include:

  • Your resume
  • 2 references with current contact information
  • A cover letter (max. 1 page) addressed to anahita azrahimi, Executive & Creative Director, that addresses why you would like to work for TOAF and illustrates how your skills, knowledge and experience match the duties and qualifications

We thank all applicants for their interest; however only those selected for an interview will be contacted. We are an equal opportunity employer
 

About Toronto Outdoor Art Fair

Toronto Outdoor Art Fair (TOAF) is Canada’s leading contemporary, juried, outdoor art fair. Founded in 1961, the Fair was established to put visual artists and makers in direct contact with the public and nurture artistic excellence and entrepreneurship. For 60 years, TOAF has been instrumental in launching artists’ careers and bringing art into people’s everyday lives. This free public event has showcased 350+ visual artists and makers and attracted 130,000 visitors to Nathan Phillips Square each year. In response to the pandemic, TOAF created a highly successful and engaging online economic platform and programming. The Fair continues to connect artists and art lovers through year-long showcase, income generation and discovery opportunities for independent artists. The Toronto Outdoor Art Fair is a registered charitable nonprofit organization.

Canadian Charity #: 119259620 RR0001

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