ARTIST RELATIONS TEAM LEAD Volunteer Role Description

Organizational Overview: Pride Toronto is a registered not-for-profit organization that exists to celebrate the history, courage, diversity, and future of our communities, whose mission is to hold an international celebration incorporating activism, education and culture of global communities. One of the premiere arts and cultural events in Canada, and the largest pride celebration in North America, Pride Toronto’s festival takes place each year during the month of June.

Pride Toronto is a volunteer-driven organization, with 150 year-round volunteers that produce the festival in conjunction with full-time staff. During the festival, over 1500 volunteer shifts are required in order to efficiently run the event.

Pride Toronto Mission: Pride Toronto exists to celebrate the history, courage, and diversity of our communities.

Position Purpose: Artist Relations is responsible for effectively maintaining the needs/requirements of all artists performing at Pride Toronto. The two important features of this role include organizing logistics for ground transportation and accommodations. This Artist Relations Lead will be responsible with working with a robust festival management system that will organize all data received from artists/managers and agents. This individual is responsible for human resources of all Assistant Stage Managers that manage all aspects of talent logistics at each stage.

Term/Time Commitment: There are two Artist Relations Team Leads. Each Team Lead is appointed to a two-year term, and each position requires a commitment of approximately 5- 10 hours per month August through to February, and approximately 15-30 hours per week from March through to June. The time commitment is flexible and based off of the Team Lead’s schedule. Work can be completed remotely and spilt amongst the team and staff. Each Team Lead must also be available for the entire duration of the closing weekend of Pride.

Responsibilities:

Artist Relations Team Portfolio Tasks: • Coordinate all transportation requirements for artists during Pride o Book artist transportation to and from the venue o Book artist transportation needs to and from airport to hotel o Ensure transportation bookings are appropriately managed and that the organization remains in budget with the amount of total trips § If expenses are expected to go outside the approved budget, the Team Lead must inform the Staff Liaison immediately in writing all details o Create and manage a tracking document for all artist/guest transportation arrangements

• Coordinate applicable artist hospitality needs o Ensure all artists/guests are booked into appropriate hotel rooms for the duration of their stay and grade o Manage artist requirements within the hotel room o Ensure guest/artist is welcomed with a welcome kit with clear itinerary and direct contact list for their stay o Maintain a clear relationship with the hotel management and Pride Toronto o Create and manage a tracking document for all artist/guest hotel arrangements • Work closely with the Festival Stage Managers o Ensure that the artist arrives to Toronto, meets the performance/schedule requirements, has a pleasant stay and then departs Toronto with a positive experience from Pride • Additional tasks as required

Team Coordination: • Attends Monthly Team Meetings (MTM) • Works collaboratively with all Pride Toronto volunteer Teams, Board and Staff • Submitting orders on time as requested • Communicates effectively responding to emails in a timely fashion • Recruits, trains and manages a reliable team of Team Members • Team specific interview questions and materials provided by Volunteer Program Manager • Development of Team work plan identifying key deliverables, dates of completion and budgetary impacts (if any) • Creates Team specific training initiatives required for Weekend Volunteer Training in conjunction with the Weekend Volunteer Team and Staff • Facilitate trainings to Weekend Volunteers in advance of Pride • Develop Pride weekend schedule for Leads, Members and Weekend Volunteers allowing for appropriate rest periods • Executes and manages portfolio tasks/deliverables over the course of Pride

Organizational Support /Overarching Team Mandate: • Works within the limits of the approved budget and adheres to Pride Toronto’s financial principles • Provides courteous and professional customer service to all potential and registered participants of Pride Toronto • Refers donations, sponsorships and partnerships to the organization by referring prospective donors of cash / service / product / venue / promotion to the Director of Development • Ensures any partnership or commitment of any organizational resources with any external person, organization or venue is approved by staff • Ensures any communications with the media are referred to the Communications Manager and/or the Executive Director

• Respects the importance of a Team Lead position and is committed to fulfilling the position requirements and Team Lead term

Skills required: • Must be 18 years of age or older • Excellent time-management skills • Experience working in festival or event production • Exceeds at client relations • The ability to lead and motivate volunteers

This is not an exhaustive list of the duties/skills required for this role. For a more detailed list of the work involved, please contact Alanna O’Connor, Volunteer Program Manager, [email protected].

Pride Toronto adopts and upholds the City of Toronto’s policy statement which prohibits discrimination and harassment and protects the right to be free of hate activity, based on age, ancestry, citizenship, creed (religion), colour, disability, ethnic origin, family status, gender identity, level of literacy, marital status, place of origin, membership in a union or staff association, political affiliation, race, receipt of public assistance, record of offences, sex, sexual orientation or any other personal characteristics by or within the organization.