YIF FESTIVAL Positions:

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YIF EVENT COORDINATOR 

Fixed-term contract 

40 hours (will include some weekends or evenings) 

Youth Imagine the Future (YIF) is a not-for-profit organization with a mandate to help youth with climate anxiety by inspiring them to look at solutions to the Climate crisis, and giving them a voice in the community. Our goal is to run an annual writing and art festival, for students in Grades 7-12, that helps youth envision a believable future where biodiversity is protected, everyone is valued regardless of their background or identity, and where all forms of energy are renewable. 

YIF is committed to embracing diversity and treating all individuals with respect. We are grateful to work on the Treaty Lands and Territory of the Haudenosaunee and Anishinaabek. 

Youth Imagine the Future is currently seeking an: 

EVENT COORDINATOR

The Event Coordinator is responsible for organizing 3 events: the YIF Awards Ceremonies to be held on November 29th, 2026 at Kingston Frontenac Public Library (Central Branch), also two small events at the Exhibition (a photo shot on Nov. 13th  & Storytime, Nov. 26th). The Exhibition of student art and stories will be at Queen’s Faculty of Education Library Nov. 12-27th. There are many administrative tasks related to these events that need to begin in early October, such as contacting people early to present awards.

The Event Coordinator will be considered an independent contractor, not an employee, and as such will be responsible for all insurance (disability, unemployment etc.) and remitting all applicable federal and/or provincial taxes with respect to fees received for services provided.

SERVICES TO BE PROVIDED: 

• Create and maintain accurate records of contacts, emails, and plans. Record a timeline of your tasks for our records.
• Report to the Director weekly. 
• Coordinate and liaise with the Festival Administrator.
• Respect the confidentiality of student information and family information while dealing with students, teachers and guardians. No student or family information is to be shared with others outside of the YIF Board of Directors. 
• October: Organize a photo for a media release at YIF Exhibition (Queen’s Education Library) for Nov. 13th at 12:30 pm - send out invitations to all sponsors/partners to attend, arrange photographer etc. 
• Prepare a list of local celebrities (eg. MP, MPP, councillors) and YIF sponsors to invite to present awards at one of our 2 ceremonies on Nov. 29th. Communicate clearly and effectively with all the award presenters. (See last year’s list.)
• Provide details and instructions for the award ceremony to each presenters once they accept, with exact time to arrive, and which award they will be presenting.
• Assist with promoting the YIF Exhibition at Queen’s Nov 13 - 28.
• On Nov. 12th: Assist in person with the installation of the YIF Art & Writing Exhibition. 
• For Nov. 26th: Organize the STORYTIME event at the YIF Exhibition location (Education Library), for Nov. 26th, 2026. (Eg. Send emails to 10 winning writers’ guardians & teachers, and reminders the day before. We will have winners’ names Nov. 20th.)
• For Nov 29th: Assist with writing introductions for Awards ceremonies.
• Confirm photographer for Exhibition and Awards ceremonies.
• Invite the Press to the Exhibition and Awards Ceremonies: The Whig, Kingstonist, Frontenac News…
• Liaise with KFPL Central branch & our Executive Director concerning details around the award ceremonies on Nov. 29th.
• Prepare a timeline for the event, 2 awards’ ceremonies, on Nov. 29th.
• Prepare a list of other attendees (2 family members per winner) for each ceremony to ensure numbers comply with library fire code regulations. 
• Ensure envelopes for award winners on Nov. 29th (certificates printed, etc.) have been prepared & are in the order to hand out. (Check with YIF Program Manager.)
• Attend and “run” the 2 actual Awards Ceremonies  Nov. 29th from “backstage”: Make sure audio/visual equipment is set up and ready, and that the slideshows work. Oversee any music entertainment and crafts activities. Greet and direct award presenters. During the ceremony, run the slideshow. Help ensure a smooth transition from one ceremony to the other.
• Ensure award recipients have picked up their art and all rooms used are tidied.
• Dec. 1-4:  assist with thanking presenters and donors etc. following the Awards Ceremony.
• Assist with other responsibilities and duties as required, related to the festival.

FEE to be paid for services: 

• $25/hour  Total of 40 hours = $1000
• Paid biweekly.

CONTRACT DATES: 

• Available to start October 5th, 2026  to Dec. 5th, 2026

MINIMUM REQUIREMENTS/SKILLS: 

• Strong organizational and project management skills with attention to detail. 
• Strong communication and interpersonal skills. 
• Proficient computer skills, familiarity with databases, Microsoft Word, Google Spreadsheets, etc. 
• Mature, personable, exhibiting a high level of professionalism and diplomacy, and ability to handle confidential information. 
• Ability to work independently. 
• Experience managing events or a festival is an asset. 

PRACTICALITIES: 

• Own computer required with good internet connection and anti-virus protection.
• Able to work from home. 
• Police Vulnerable Sector (PVS) check required (if hired). 
• Must be able to meet in person in Kingston for training and once a week with the Director.

HOW TO SUBMIT & APPLICATION DEADLINE: 

All applications must be submitted on-line to: youthimaginefuture@gmail.com. Please email your cover letter and  résumé  as one PDF attachment before the deadline AUGUST 27th at 11:59am. 

We thank everyone who applies for their interest. Only candidates selected for an interview will be contacted. Selected candidates will be provided with a list of questions 24 hours prior to the scheduled interview. The interview will also include a writing component.  Interviews will likely be September 2nd and 3rd. Please send any questions via email to: youthimaginefuture@gmail.com.