The ACSP Annual Conference hosts about 1200 international faculty and students attending more than 200 sessions, workshops and special events for an entire week of your life out of town. Tasks include:
Budget & Fiscal Responsibility - Research future event needs, comparison shopping, recommendations for cost and revenue adjustments
Abstract submission and schedule management - Assist with Track Chairs understanding of the abstract review process; on task and on-time; assist with annual conference schedule creation and maintenance
Registration Management - Registration processing, vendor payments, outstanding payment follow through; Research bar code technology to make paper tickets unnecessary; On-line process, on-site management and customer service, post conference summaries; Conference & Registration policy development and adherence; VIP Guest Management including sponsors, keynotes, and more; Student Volunteer and Student Award Winner registrations; Manage attendance lists for each event (mobile tours, interest group events, opening reception, etc.); Provide post-conference reports for all events
Room Block Management - Review and adjust future room blocks as necessary; Current hotel block management, overflow hotel; Roommate assistance
General Logistics Management - Secure locations for opening receptions for future conferences; assist with student receptions and alumni receptions; Secure event general liability insurance and event cancellation insurance; Audio visual RFP and on-site management; Office shipping management to and from the conference; Pre-conference BEO development and on-site management; Order all relevant supplies; Develop and/or collect collateral for conference folders, create a team for pre-conference registration envelope, and on-site folder stuffing; Maintain a list of necessary signage; daily session signage creation
Additional Necessary Relationships - Assist Marketing & Communications Manager with sponsor management; Create a team of the ACSP contractors to work for you on-site; arrange for team travel; create task lists; timelines, behavior expectations, etc.
Communications, Web Site, Conference App - Prepare all pre-conference and post-conference informational and promotional information for conference web pages, Facebook, Twitter, direct email messaging and the web news; Understand and be able to educate attendees on the use of the app
Keynotes - Plenary session management, additional special sessions and speakers assistance; Keynote invitations and confirmations; Collect keynote topic content, photographs and biography for web promotions.
Local Host Committee Liaison; Local Host Session assistance; Mobile tours promotions, registration, logistics; Shepherd and train student volunteers to successfully perform their tasks; Follow through with this committee to be on-time and on-task
National Conference Committee Liaison - Assist with conference statistics reporting
Exhibits Management - Exhibitor registrations, new exhibitor development, building and maintaining relationships; RFP, confirmation of vendor, and on-site management of decorator for exhibit hall; Exhibitor set up and on-site management; shipping/receiving; Poster arrangements and on-site management
Small Events Management; Assist the Membership Manager with Career Center needs; Shepherd university members hosting alumni receptions; Shepherd Student Governing Board Representatives for successful sessions
Work with the Executive Director - script writing; Prepare local host RFP and MOUs; Hotel RFP and contracts; Governing Board meeting management
Other - Begin researching what it will take to host an international conference in Canada 2020; Post conference survey collection; analysis and response plan; AICP pre-and-post conference CE credit submissions and promotion of availability; Whatever else it takes…
Year-round Workshops - Ex-officio member for committees planning summer workshops or workshops surrounding the annual conference; manage logistics and registration as necessary; Work with each committee to set submission deadlines and understand their needs for the upcoming workshop; Create on-line application or nomination processes; Post submission deadlines, pull data/documentation and share with committees; Work with the committee to communicate with all participants; Work with necessary vendors for each workshop; Collect evaluation and feedback from each workshop for workshop history; Assist with reporting; summaries and document archiving
Experience with academic conferences is a plus. Experience using content management systems, YourMembership.com specifically, is an advantage. Must have previous experience as the lead conference manager. Multi-tasking skills, organizational skills, sales, writing and good communication skills all mandatory.
About Association of Collegiate Schools of Planning
The Association of Collegiate Schools of Planning promotes education, research, service and outreach in the United States and throughout the world by seeking to:
•recognize diverse needs and interests in planning;
•improve and enhance the accreditation process, and;
•strengthen the role of planning education in colleges and universities through publications, conferences, and community engagement;
•extend planning beyond the classroom into the world of practice.