Coordinator, Site Visits & FAM Tours

Company Overview

As the official destination management organization for Calgary, Tourism Calgary’s mandate is to:

• Promote Calgary as a destination of choice, marketing the city locally, nationally, and internationally to leisure and business travelers.
• Attract and support sport, culture, and major events.
• Steward Calgary's destination brand.
• Lead or support development initiatives that enhance city vibrancy and the visitor experience.
• Advocate and support city building decisions that contribute to the sustainable growth of the economy while enhancing quality of life for Calgarians.

In 2024, Calgary saw an estimated 8.4 million visitors and a resulting visitor spend of $2.9 billion.

The Position

Reporting to the Manager, Event Services, Destination Experience and Services, this position will oversee the planning and logistical coordination of familiarization tours and site visits for both the Meetings, Conventions & Incentive and Sport, Culture & Major Events teams. Although primarily focused on FAM tours and site visits, this position will also support the Destination Experiences and Services team to deliver exceptional client experiences.

Key Responsibilities

• Plans and coordinates all logistics of client familiarization tours and site visits for the Meetings, Conventions & Incentive and Sport, Culture & Major Events teams.
• Creates customized itineraries for each site visit/FAM tour and client.
• Books flights and accommodations and coordinates timing for site visits/inspections at hotels, off-site venues, meeting/convention/sport event venues, etc.
• Establishes and maintains effective relationships with industry partners and clients to ensure successful execution of FAM Tours and site visits.
• Manages the relationship with corporate travel agents and transportation providers.
• Responsible for the Destination Canada Business Events Site Inspection/FAM Program relative to flight reimbursements and the provision of the required information for application, as well as post FAM/site visit follow-up.
• Maintains awareness of up-to-date travel information and travel related issues that could affect the client experience.
• Develops and reconciles FAMs/site project budgets, manages reporting, evaluation and follow-up requirements for projects.
• Maintains client FAMs and site visit files, including updates to client account files in collaboration with Sales Operations.
• Maintains FAM Tour and site visit log(s), and distributes list of upcoming FAMs and sites to the team on a weekly basis.
• Assists in developing policies and processes to heighten efficiencies relating to tactical execution.
• Works cooperatively with the Meetings, Conventions & Incentive team, the Sport, Culture & Major Events team and the Destination Experience team to meet the overall mandate of the organization.
• Works cooperatively with Event Services on gift development, packaging and deliveries
• Manages the gift inventory database and client gift tracking.
• Participates in corporate events and programming as well as events hosted by industry partners.
• Administration and other duties as assigned.

Qualifications

• Degree or diploma in an appropriate discipline is preferred, with a minimum of one year industry related experience.
• Equivalent combinations of education and experience may be considered.
• Well-organized and able to work well both independently and within a collaborative team environment.
• Detail oriented with strong customer service philosophy.
• Strong problem solving, decision making, and project management skills.
• Ability to communicate professionally and courteously with clients, colleagues, and industry suppliers.
• Experience relating to Meetings, Conventions & Incentive programming as well Sport, Culture and Major Events is considered an asset.
• Previous experience working as a travel agent or tour organizer is considered an asset.
• Proven project and familiarization tour coordination an asset.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook).

Working Conditions

• This is a hybrid home/office position that requires daytime availability from 9am-5pm Monday-Friday. Required in-office days are Tuesday, Wednesday & Thursday at Tourism Calgary’s downtown office.
• The successful candidate must be willing and available to work evenings and weekends as required to accommodate FAM and site activations that fall outside of standard business days and hours.
• To work remotely, candidate must have private high-speed internet and a quiet, ergonomic place to work. Laptop is provided.

Tourism Calgary values diversity of expertise, talent and opinion which creates an innovative and collaborative environment. We are committed to a respectful and inclusive workplace and welcome applications from all qualified individuals.

Please note, only those selected for an interview will be contacted.