Karina Vindel

I am a dynamic event producer, director and event planner, with a demonstrated track record of orchestrating successful and memorable events. My unwavering passion for creativity and keen attention to detail enable me to transform ideas into reality while adhering to budgets and meeting challenging deadlines.

With extensive experience as an event planner, I have successfully curated a diverse range of events, spanning from large-scale conferences to intimate gatherings. My proficiency in event logistics, technical production, vendor management, and budgeting ensures flawless execution, leaving no detail unattended.

I excel as a communicator and collaborator and I am adept at nurturing strong relationships with clients, vendors, and various stakeholders. I thrive in managing multiple projects concurrently and have a proven ability to perform effectively under pressure.

2022-PRESENT EVENTS PRODUCTION SPECIALIST, PUBLIC HEALTH ONTARIO, TORONTO, ON
Public Health Ontario (PHO) monitors and addresses the needs of the population by providing scientific evidence and expert guidance that shapes policies and practices for a healthier Ontario.

• Managed diverse professional development and educational events, including the prestigious Ontario Public Health Convention (TOPHC), spanning virtual and in-person sessions.
• Supported content producers by researching speakers aligned with health promotion themes and actively contributed to event scoping meetings.
• Led event marketing efforts, creating online registration pages and invites to drive attendance.
• Demonstrated commitment to risk mitigation by researching and testing virtual platforms for seamless execution.
• Oversaw event production, designing virtual platforms, coordinating rehearsals, creating production run sheets and scripts, and managing materials.
• Managed audio/visual and lighting elements for various events, ensuring flawless technical setup.
• Executed meticulous logistics planning before each event.
• Developed and disseminated session/event evaluations, preparing reports for post-event meetings.
• Handled post-event production, media editing, and collaboration for timely content postings.
• Maintained a comprehensive database of event products, stakeholders, and production plans.
• Developed and monitored detailed critical path documents, meeting resources, and agendas.
• Prepared quarterly event reports for executive review, showcasing success and effectiveness.
• Standardized the use of Production Run Sheets for all events, improving planning and execution.
• Successfully produced and executed 100+ virtual events in the past year with a 4.5/5 satisfaction rating, exceeding targets.

2021-2022 EVENTS SPECIALIST, BOND BRAND LOYALTY, MISSISSAUGA, ON 
An experiential, management agency solving complex challenges with human centric design and loyalty mechanics that transform how brands win, serve, and keep audiences.

• Initially hired as an event coordinator, quickly assumed the lead role for virtual events, focusing on pharmaceutical and customer experience (CX) virtual meetings and conferences.
• Identified criteria for selecting the ideal virtual venue and vendor(s) for virtual and hybrid events, optimizing event execution.
• Served as the virtual event/meeting technical lead, overseeing remote presenters, assisting with presenter scripts, managing registration pages, leading technical rehearsals, developing production run sheets, executing virtual events/meetings, and conducting post-event analytics.
• Collaborated closely with AV, lighting, and broadcasting technicians to successfully execute large-scale virtual and hybrid events.
• Supported incentive travel programs/events, including communications with suppliers, logistics coordination, air travel arrangements, attendee packages, CVENT landing and registration page design, management, reporting, and post-event analytics.
• Designed event critical paths and methodologies to ensure a well-structured and organized approach to event planning.
• Created workbacks for large-scale events, conferences, and conventions, ensuring all tasks and milestones were meticulously tracked.
• Took the lead as the project manager for attendee experiences, responsible for the ideation process, client presentations, expenditure tracking (budgeting), sourcing, package aesthetics, collaboration with art studios, assembly, and shipping.
• Demonstrated exceptional organizational skills by handling catering, access, hotel arrangements, and other event-related logistics for in-person events.
• Developed and monitored detailed critical path documents, meeting resources, and agendas, ensuring the timely accomplishment of event milestones.

2020-PRESENT FOUNDER | CONTRACTOR, ATELIER VINDELS, TORONTO, ONTARIO
A versatile freelance enterprise committed to providing comprehensive support for businesses, specializing in virtual administrative assistance, copywriting, and events coordination.

Event Assistant Solutions
An experienced and detail-focused Events Coordinator/Assistant, skilled in contributing to the seamless execution of diverse events.

Corporate Events:
• An adept multitasker with an organizational prowess and a commitment to delivering exceptional event experiences.
• Conduct thorough research on potential venues, suppliers, speakers, etc. 
• Develop and maintain event timelines, checklists, and all administrative event-related records. 
• Contribute to budget tracking and maintain accurate financial records.
• Facilitate communication with clients, vendors, and internal teams to capture and convey event requirements.
• Assist in crafting and disseminating event-related communications.
• Infuse creative elements to elevate the overall event experience by keeping abreast of industry trends.
• Manage logistical event aspects, including registration, transportation, catering, hotels, flights, audio-visual requirements, swag, etc. 
• Coordinate with vendors and suppliers to ensure precise and timely delivery.
• Provide hands-on support during events, ensuring flawless execution.
• Proactively identify and resolve arising challenges or concerns before (risk mitigation) and during events to guarantee the success of each experience.

Virtual Events:
• Specialization in the seamless orchestration of engaging and technically flawless virtual events. 
• Conduct in-depth research on virtual event platforms to identify the most suitable options for each unique event.
• Utilize platforms to create immersive and interactive event spaces tailored to client specifications.
• Implement strategies to enhance participant engagement, incorporating interactive elements, Q&A sessions, and polls.
• Craft engaging and informative scripts for virtual events, considering the nuances of online engagement.
• Collaborate with clients to capture their messaging and brand voice effectively.
• Develop comprehensive run sheets outlining the schedule, key milestones, and participant roles for virtual events.
• Ensure precise timing and coordination of all elements to maintain a smooth flow throughout the event.
• Lead comprehensive technical rehearsals, overseeing all aspects of technical setup, audio-visual configurations, and participant connectivity.
• Provide technical guidance and support to presenters for optimal online delivery.
• Conduct thorough rehearsals to ensure seamless sharing of slides, troubleshoot technical issues, and review slides from a technical standpoint.
• Collaborate closely with speakers, presenters, and clients to coordinate seamless transitions and flawless execution of the virtual event.
• Monitor participants experiences and troubleshoot any technical challenges in real-time.
• Conduct post-event evaluations to gather feedback and insights for continuous improvement.
• Analyze the success of technical elements and overall participant satisfaction.

2020-PRESENT VIRTUAL ASSISTANT, MARSOUM ART COLLECTIVE, VANCOUVER, BC
Freelance position for a digital, social enterprise that allows art collectors to support artists from the MENA region.

• Proficiently manage a diverse range of administrative responsibilities, contributing to the overall efficiency of daily operations.
• Conduct in-depth market research, closely monitoring industry trends to provide essential insights for informed decision-making and strategy development.
• Collaborate in shaping and executing marketing strategies, playing a pivotal role in the successful launch of digital campaigns.
• Demonstrate strong copywriting skills, crafting engaging content for social media campaigns and posts to captivate and grow the online audience.
• Leverage creative talents to compose compelling press releases, effectively highlighting the company's achievements and announcements.
• Actively participate in the conceptualization and execution of captivating online exhibitions, show casing the artists' work to a wider, appreciative audience.
• Foster a dynamic and engaging online presence, enhancing the company's reputation, and driving engagement.
• Collaborate with the marketing team to brainstorm, develop, and implement innovative strategies for brand promotion and audience engagement.
• Contribute to digital campaign planning and execution, delivering results that exceed performance targets and increase brand visibility.
• Play a crucial role in maintaining an organized and efficient workflow, ensuring seamless collaboration between artists and the marketing team.
• Demonstrate a strong creative flair, using design skills to enhance the visual appeal of online exhibitions and promotional materials.
• Foster a collaborative and innovative work environment, cultivating a culture of creativity and excellence.
• Remain adaptable and solution-oriented in a dynamic and fast-paced industry, consistently staying at the forefront of the ever-evolving art and marketing landscape.

2019-2021 EVENTS SPECIALIST, OLIVER & BONACINI EVENTS AND CATERING, TORONTO, ON 
A hospitality company with an extensive portfolio of unique, stylish restaurants and event venues.

• Started as Event Administrator, achieving a rapid promotion to Event Specialist within three months, responsible for overseeing and planning a variety of social and corporate events.
• Managed all aspects of event planning, including initial client contact, site tours, contract negotiation, deposits, and final settlements.
• Orchestrated event logistics such as rentals, AV equipment, floor plan designs, food and beverage orders, and construction of Banquet Event Orders (BEO).
• Played a key role in event budgeting and efficiently handled all aspects of expenses associated with events.
• Developed comprehensive status reports on planning progress, scheduling, inquiries, risk mitigation, and sales forecasting, ensuring effective event management.

Education

• On-going, French Language Program, Preply (Remote) 
• 2004-2007, Bachelor of Arts: Philosophy, Minor: English, York University, Toronto, Canada
• 2003-2004, Bachelor of Arts: Political Science, Minor: Philosophy, Ave Maria University, Florida, USA    
 

Certifications/Designations: 

Certified Management Planner (CMP); CVENT Event Marketing Strategy; Financial Management and Budgeting for Events; Google Ads Display; Google Analytics; Train the Trainer; Wedding Planner; Wine Specialist; Technical Meeting and Production; Virtual Events Professional (VEIP)