Difference between revisions of "Assistant to the Director of Events and Conferences"

Latest revision as of 22:36, 2 May 2024

Overview

The Assistant to the Director of Events and Conferences (ADoE&C) is an Admin level position in the Department of Events and Conferences at TarValon.Net and reports to the Director of Events and Conferences (DoE&C).

This position shares responsibility with the DoE&C for planning our official events and ensuring that the planning of unofficial events in our Local Events forum follows TarValon.Net's rules. In this position you will work closely with the DoE&C, Conference Coordinator, Amyrlin Seat, Shatayan, and Keeper, as well as the other Directors, particularly Membership, Marketing, Outreach, and Online Events.

This position is a very demanding role due to the fact we have three scheduled official events a year, one major Conference with the potential for more and various Local Events. This position doesn't have much down time, it rolls from one event to the other and planning often overlaps a bit. You will be working closely with the Director of Events and Conferences sharing the following duties and responsibilities.

Department: Department of Events and Conferences

Position Level: Administrator

Rotation: Non-rotating position

Merit Eligibility: Administrator Merit

Chain of Command

The Assistant reports directly to the Director of Events and Conferences.

Duties and Responsibilities

• Provide information and advice alongside the DoE&C to the Amyrlin, Shatayan, and Keeper.
• Work with the DoE&C to solicit proposals for each official event and aid in preparation of event proposals.
• Work with Amyrlin, Keeper, and the Director of E&C to choose a location for annual events including: North American events and our Euro event.
• Work with Local Liaisons, Director of E&C, Keeper and Amyrlin to plan details of the events.
• Help make sure our events operate within budget and still provide a good value to our members.
• Assist the Conference Coordinator as needed with Conference planning.
• Assist Local Event hosts as needed with advertising, coordination and reporting of Local Events.
• Organize and delegate! You will need to work with a team of committee leaders, committee members, local liaisons, site contacts, and TarValon.Net executives.
  • Crisis management is key. No matter how much pre-planning you do, the unexpected will happen, it's a given. Recognize issues early and work with the DoE&C to address them calmly and promptly. No event is ever perfect, and problems come up regularly throughout the planning process.
• Moderate all Events forums with the DoE&C to make sure our rules are followed. This includes the Local Events forum.
• Assist the DoE&C in managing all other needs of the Department as they arise.

Requirements

• Be a site member in good standing, preferably for at least 1 year.
• Attend at least 1 event per year at your own expense. Note that either the Assistant or Director must be in attendance at both North America events. The event ticket is partially covered for ADoE&C, but not transportation or other expenses.
• Be willing and able to spend ~15 hours a week handling Department issues.
  • This role has some flexibility in when things must be done, but with the magnitude of work and at times the need to balance three events at once, the workload can be significant during certain periods of the planning process. It may not be every single day, but sometimes it will be!
  • The last few weeks prior to an event can require a significant amount of dedicated time, so you must be prepared for that. The DoE&C/ADoE&C are the ultimate decision makers when it comes down to crunch time for making our events happen. Be ready for some stressful days leading up to event week.
• Be a team player.
  • Consistent communication with the DoE&C is a must. We are partners and need to be able to work efficiently and effectively together.
• Have attended at least one TarValon.Net event.
  • Bonus points for attendance at more than one kind of event (Anni, Spring Fling, Euro, etc.), and/or significant committee participation.
• Experience planning events (although these do not necessarily have to be TarValon.Net events).
• Be a self-starter.
• Must be professional!
  • You represent our community with outside organizations such as hotels, resorts, vendors, etc. And you will negotiate contracts with these groups.
  • You will communicate regularly with our membership about serious topics, so you will need to be clear and tactful in your communications.
  • You, along with the DoE&C, are held accountable for the responsible management of the event funds that our members pay to attend events. Professionalism, high-performance, and self-starting are an absolute must for this position.
• Must be detail-oriented.
  • You must be able to think logically through the entire event and meet all needs for our members. Everything from transportation, food and dietary restrictions, activities, payments, registration, budgeting, materials, decorations, room assignments, negotiations with the site, etc.
• Must be organized and discreet
  • There is a lot of information to keep track of, including legal contracts with the facilities, schedules, and registration information including medical and private personal information from our members which must be kept confidential.
• Be willing to potentially store and/or transport equipment for events. This may include: the banner case, decorations, welcome bag items, foam swords, etc.

History

The position was created in May 2024, replacing the role of Mistress/Master of Revels.

Assistant to the Director of Events and Conferences