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Short-Term Contract Position - Conference Organizer

Company
CAIDC - RCCDI
Brief Description

Opportunity: A Short-Term Contract Position - Conference Organizer 

2012 CAIDC Annual Conference and Annual General Meeting 

June 1 to September 30 2012 

Deadline to apply: 1630 hrs on Friday April 27th, 2012 

 

Background 

CAIDC (www.caidc-rccdi.ca) is a non-profit, federally registered, completely voluntary association that provides a voice for the interests and concerns of Canadian international development consultants. Its annual conference will be held in the fall this year along with the Annual General Meeting (AGM). 

The conference will be held in Ottawa from Sunday September 22 through Tuesday September 25 2012. There will be a social event on Sunday evening for members; Monday will consist of plenary and panel sessions with guest speakers followed by a social networking event; Tuesday morning will consist of a panel session and a closing plenary followed by a lunch for members, the AGM and a closing networking event. 

The conference will be held in a hotel convenient to the centre of the National Capital Region that offers appropriate facilities. About 150 participants are expected. CAIDC is now seeking the short-term assistance of an active, enthusiastic individual with an interest in international affairs and responsible social and economic behaviour who will assume responsibility for fundraising, logistics and promotion of the conference. 

Responsibilities 

Working with the members of the conference organizing committee, the conference organizer will: 

Act as the secretary for all meetings of the Conference Committee of the Board. 

Implement the directions of the Conference Committee, including but not limited to: 

Administer the logistics with respect to facility planning including: 

  • Identify and secure ideal host venue, terms of agreement and special deals 
  • Reserve accommodation as required 
  • Draw up time frame for planning event 
  • Identify volunteers to work on the event management 
  • Organization of the venue, audio-visual requirements, interpretation requirements, catering, etc. 

Administer the logistics with respect to the program and speakers including follow-up with identified speakers: 

  • Design two day conference sessions 
  • Identify and invite potential high profile resource persons and speakers to attract attendance 
  • Design a participants’ conference evaluation form to guide the 2013 conference 
  • Organize the social events associated with the conference 
  • Assist in organization of the AGM which follow the conference

Administer conference communications including: 

  • Participation in the development of promotional materials (emails, announcements, posters, etc.); 
  • Circulation of promotional materials; 
  • Tracking responses; 
  • Follow-up on expressions of interest and requests & to secure registrations. 

Public and press relations, including arranging media coverage and website info 

Develop a database of potential sponsors, participate in the drafting of sponsorship material, promote the conference to potential sponsors, follow-up to secure sponsorship contributions, including supplier discounts on accommodations and transportation for participants (Look for special discount airfares and other in-kind sponsors). 

Participate in the drafting of fundraising proposals to secure contributions. 

Maintain up to date records on conference organization activities and budgets 

Provide on-site assistance during the conference and AGM. 

Participate in the drafting of a final report and other tasks as might be assigned by the CAIDC Board of Directors 

Qualifications 

The position is located in Ottawa. Previous conference experience is an asset. Other qualifications include: 

  • A university or college degree; 
  • Very good personal organization, time management, problem solving, innovative thinking, the ability to work with limited supervision; 
  • Good computer skills (word processing, spreadsheets, email and internet research) required, knowledge of listserves and websites an asset; 
  • Not afraid to make unsolicited calls to promote conference participation and sponsorship; 
  • Excellent verbal and written communication skills. French/English Bilingualism is strongly recommended but not required (verbally) and an asset in written communications 
  • Prior experience in volunteer organization an asset, especially working with and coordinating volunteers and reporting to a volunteer Board; 
  • The ability to commit, without conflict, to the task from a start date June 1 through September 2012 (estimated 16 weeks work). 

Applicants should apply by forwarding a copy of their resume and cover letter to caidcrccdi@gmail.com, including their hourly wage expectations before 1630 hours on Friday, April 27th. CAIDC is committed to paying an hourly wage in addition to a performance bonus to be set in consultation with the successful candidate when he or she is chosen. 

While CAIDC thanks all applicants for their interest, only those selected for interviews will be contacted.