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Event Coordinator


We are seeking a detail-oriented individual to work directly with In Print Art Book Fair and Hansen House staff. Our event coordinator will oversee multiple tasks during the planning process and procure supplies needed before the event.

They will supervise the organization of the event set up at Hansen House, managing vendor coordination and finalizing installation technicalities with Hansen House and IPABF staff. Throughout the fair the event coordinator will be responsible for executing the details of production in order to ensure the event schedule runs smoothly.

Overview of tasks

Pre-fair tasks

  • Sit in on 2-3 production meetings before the event (Exact dates TBD)

  • Go over role, deadlines and review budget

  • Review IPABF map and schedule for 2023 and list equipment and production needs

  • Pre-fair meeting to review production week schedule and fair timeline

  • Securing equipment

  • Tables from Hansen Hose

  • Find out how many tables are available for us on location from Bezalel

  • Reserve tables and coordinate pickup/drop off to relevant location (attic or gallery)

  • Chairs for artists talks

  • Projector for artists talks

  • Any extra tables and chairs needed for refreshment or lounge areas

  • Get quotes, ordering and coordinating drop-off of equipment from outside vendors

  • Tables (in addition to tables available at Hansen house)

  • Tablecloths

  • Platot

  • Coordinating refreshments and decor with vendors and/or sponsors

  • Refreshments for VIP happy hour, visitors bar, artists talks and coffee stand

  • Decorations for the event (balloons, lights, signage, etc.)

  • List and arrange pickup of items for visitors (plates, cups, napkins, trash bags, etc.)

  • Help coordinate In Print Production schedule

  • Communicate with Hansen and IPABF staff to create a timeline for vendor drop offs, staff arrival, installation and event day setup

Fair week duties (Jan 8-13, 2022)

  • Coordinating event setup

  • Coordination with Hansen, IPABF staff and vendors during production week

  • Organize opening and closing of Hansen House space each day, ensuring the doors are open in time for staff each day.

  • Directing booth arrangement on gallery and attic floors

  • Coordinate equipment and refreshment drop off from vendors and sponsors

  • Allocate Hansen House equipment available

  • Work with Hansen House technician to ensure sound, lighting and maintenance are organized

  • Work with staff to setup arrangement of fair signage and space decor

  • Ensuring artists’ “welcome kits”: print materials, stamp folder, organize name tags are ready

  • Finalize installation of booths and ensure fair map is complete before event

  • Ensure event runs smoothly

  • Ensure entire IPABF map is set up and all decor and signage are ready in time for VIP opening of event

  • Run through schedule with staff, ensuring roles, tasks and timelines are clear

  • Oversee the floor, making sure all event arrangements are prepared and doors open in time

  • Make sure any technical difficulties throughout the event are addressed promptly

Approximate working hours during the fair

  • 2-3 production meetings prior to the event

  • Select production tasks prior to the event

  • Sunday, January 8, 9:00-21:00

  • Monday, January 9, 9:00-21:00

  • Tuesday, January 10, 9:00-21:00

  • Wednesday, January 11, 15:00-23:00

  • Thursday, January 12, 14:00-23:00

  • Friday, January 13, 9:00-16:00


Please email for further details.

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