About Baza Dance Studios
Baza Dance Studios Inc. is a Vancouver-based Latin dance studio specializing in salsa, bachata, kizomba, and Brazilian zouk. We have been operating since 2016 and are an established part of Vancouver's Latin partner dance community.
Alongside our regular class program, Baza runs a continuous events program: three weekly community socials — Bachatopia Tuesdays, Baza Fridays, and the Saturday Practica — plus periodic special weekend programming, guest artist weekenders, and off-site special events.
Role Overview
The Event Coordinator plans, coordinates, and executes Baza's full events program, taking events from initial concept through to completion: scheduling, vendor and performer coordination, staffing, promotion, on-site management, and post-event follow-through.
Because our events are music-driven and rely on integrated technical execution, this role is also hands-on with the technical and promotional side of the events it coordinates. That means operating as the DJ at Baza's events, capturing event photography and videography, and producing event-related promotional content.
You will manage multiple concurrent events, coordinate diverse teams of performers and staff, and ensure every event is professionally organized, appropriately staffed, and delivered on schedule and on budget.
Main Duties and Responsibilities
Event Coordination and Planning (primary responsibility)
- Plan, organize, and coordinate Baza's recurring weekly socials (Bachatopia Tuesdays, Baza Fridays, Saturday Practica) and periodic special events, including weekender programming with visiting guest artists and off-site events such as Una Vibra and the Baza BBQ
- Develop event concepts, themes, and programming schedules aligned with Baza's community and business objectives
- Coordinate all event logistics: scheduling, timelines, floor plans, sound and lighting, décor, registration and door procedures, and room setup and teardown
- Identify, engage, and coordinate guest instructors, performers, and DJs for weekender events, including outreach, negotiation of engagement terms, and contract coordination
- Coordinate travel logistics for visiting guest artists, including flights, ground transportation, and accommodations
- Schedule and coordinate instructors, staff, and volunteers required for each event
- Coordinate with vendors and service providers, including obtaining quotations, negotiating arrangements, and administering supplier agreements
- Coordinate event registration, ticketing, guest lists, and participant communications
- Prepare event schedules, production timelines, staff instructions, and event-day checklists
- Supervise event setup, on-site operations, and teardown; resolve logistical, scheduling, and operational issues as they arise during events
- Monitor event budgets, expenditures, invoices, and related financial records
- Evaluate completed events and prepare recommendations for improving future events
- Maintain organized records of event plans, suppliers, contracts, schedules, budgets, and participants
- Develop and maintain relationships with venues, instructors, performers, suppliers, community organizations, and other event partners
- Assist management in developing new events, festivals, workshops, and community programming
Music Programming and DJ Services (supporting event execution)
- Determine music programming requirements for each event — genre balance, tempo, and audience considerations appropriate to Baza's Latin partner dance community
- Curate and maintain event music libraries across bachata, salsa, kizomba, and Brazilian zouk
- Operate the DJ booth at Baza's events as part of on-site execution
- Coordinate with and brief other DJs hired for events
- Set up, test, and troubleshoot sound equipment as part of pre-event technical preparation
Event Documentation and Promotional Content (supporting event execution)
- Capture photography and videography at Baza's events for promotion, community engagement, and marketing materials
- Produce short-form video content from event footage for ongoing event promotion
- Prepare and coordinate event-related promotional materials, announcements, and communications
- Manage Baza's Facebook events and create promotional content for Facebook and Instagram using branded templates
- Support broader event and promotional activity through photography and videography, including class-promotional content and staff imagery
- Coordinate with Baza's marketing team on event-related promotional plans
Other Duties
- Maintain a professional and welcoming environment at all Baza events and uphold a high standard of client and community experience
- Coordinate event communications with participants, instructors, performers, vendors, sponsors, and venue representatives
- Perform other related event planning and coordination duties as required
Qualifications
Required
- Completion of secondary school
- A college diploma or university degree in event management, hospitality, business administration, communications, marketing, performing arts, or a related field; or equivalent professional experience in event planning, event coordination, entertainment, or performing arts
- Minimum 2 years of demonstrated experience planning and coordinating live events, including scheduling, logistics, vendor coordination, and on-site execution
- Demonstrated experience with the music programming and DJ execution side of live social dance events, including familiarity with Latin partner dance repertoire (bachata, salsa, kizomba, and/or Brazilian zouk) and the ability to read a social dance floor
- Demonstrated event photography and videography skills, with a verifiable portfolio of event and promotional content
- Familiarity with the Latin partner dance community sufficient to coordinate programming, guest artists, and audience engagement effectively
- Strong organizational and time-management skills; ability to coordinate multiple concurrent events and deadlines
- Excellent verbal and written communication skills in English
- Strong interpersonal and relationship-building skills; ability to work effectively with performers, vendors, staff, and community members
- Strong problem-solving and decision-making abilities in a live event environment
- Ability to work independently and as part of a team
- Proficiency with standard office, scheduling, email, registration, and event-management software
- Availability to work evenings and weekends on a recurring basis, as Baza's events take place primarily outside regular business hours
Assets (not required)
- Experience producing or coordinating dance festivals, congresses, or multi-day guest-artist events
- Additional language proficiency — Spanish, Portuguese, or other languages relevant to the Latin dance community
Employment Conditions
- Wage: to be discussed
- Hours: 30–40 hours per week
- Employment type: Full-time, permanent
- Primary work location: 1304 Seymour Street, Vancouver, BC V6B 3P3
- Attendance at off-site event venues in Vancouver and the Lower Mainland is required when events are held off-site
- Requires flexibility to work evenings, weekends, and occasional holidays consistent with the event schedule
How to Apply
Apply through the form on this page. Include your resume, a link to a recorded DJ set or mix, and a link to your event photography and video portfolio.
