Difference between revisions of "Conference Coordinator"
From Tar Valon Library
Toral Delvar (talk | contribs) m |
Toral Delvar (talk | contribs) |
||
| Line 1: | Line 1: | ||
{{tstub}} | {{tstub}} | ||
| + | ==Overview== | ||
| + | '''Position Level:''' [[Staff]] | ||
| − | + | '''Department:''' [[Department of Events and Conferences]] | |
| − | The Conference Coordinator was responsible for planning our North American Conferences & Conventions each year, namely, Dragon*Con and JordanCon | + | |
| + | '''Rotation:''' Non Rotating position | ||
| + | ;Description | ||
| + | The Conference Coordinator was responsible for planning our North American Conferences & Conventions each year, namely, Dragon*Con and JordanCon. | ||
===Chain of Command=== | ===Chain of Command=== | ||
This Conference Coordinator reports to the [[North American Mistress of Revels]] . | This Conference Coordinator reports to the [[North American Mistress of Revels]] . | ||
| − | ==Duties | + | ==Job Duties== |
* Work with hotel locations for each conference to set up blocks of rooms for use by Tower members. Negotiate financial and amenity terms. | * Work with hotel locations for each conference to set up blocks of rooms for use by Tower members. Negotiate financial and amenity terms. | ||
* Communicate conference information and Tower participation information to TarValon.net community. | * Communicate conference information and Tower participation information to TarValon.net community. | ||
| Line 13: | Line 18: | ||
* Crisis Management. No matter how much pre-planning you do, the unexpected will happen. Recognizing issues early and addressing them calmly and promptly is key. | * Crisis Management. No matter how much pre-planning you do, the unexpected will happen. Recognizing issues early and addressing them calmly and promptly is key. | ||
* Share learnings with DoE&C team to ensure continually improving events. | * Share learnings with DoE&C team to ensure continually improving events. | ||
| − | == | + | ==Expectations== |
*Must have attended at least one conference event. Helpful, but not required, is attendance at more than one event. Even better is attendance at more than one kind of event (Dragon*Con + JordanCon + Anni, etc.). Better still is serving as staff of an event through committee work or similar. | *Must have attended at least one conference event. Helpful, but not required, is attendance at more than one event. Even better is attendance at more than one kind of event (Dragon*Con + JordanCon + Anni, etc.). Better still is serving as staff of an event through committee work or similar. | ||
*Must be a member in good standing for at least six months (you need NOT be a senior member). | *Must be a member in good standing for at least six months (you need NOT be a senior member). | ||
| Line 20: | Line 25: | ||
*Must be detail-oriented. You must be able to think logically through entire event and needs for members. Everything from ceremonial activities, payments, registration, marketing, budgeting, room assignments, negotiations with the site, etc. Almost all of the Conference Coordinator work is done well in advance of the event. | *Must be detail-oriented. You must be able to think logically through entire event and needs for members. Everything from ceremonial activities, payments, registration, marketing, budgeting, room assignments, negotiations with the site, etc. Almost all of the Conference Coordinator work is done well in advance of the event. | ||
*Must be organized. There is a lot of information to keep track of, including legal contracts with the hotels, schedules, and registration information including medical and personal data which must be kept confidential. | *Must be organized. There is a lot of information to keep track of, including legal contracts with the hotels, schedules, and registration information including medical and personal data which must be kept confidential. | ||
| + | ===Time Requirements=== | ||
*Must be able to dedicate several hours per week to this role. This role is very cyclical and will have times of heavy workload, and other times with lighter. | *Must be able to dedicate several hours per week to this role. This role is very cyclical and will have times of heavy workload, and other times with lighter. | ||
==History== | ==History== | ||
| − | The position was discontinued temporarily in May 2005 and | + | The position was discontinued temporarily in May 2005 and again in January 2012, following the decision to no longer book blocks of Tower rooms at these events |
===Conference Coordinators=== | ===Conference Coordinators=== | ||
*[[Esteban Diego]] - June 29, 2009 - January 12, 2012<br> | *[[Esteban Diego]] - June 29, 2009 - January 12, 2012<br> | ||
Revision as of 11:30, 7 January 2013
This article is a stub. A longer, more in depth article will be added at a later time.
Contents
Overview
Position Level: Staff
Department: Department of Events and Conferences
Rotation: Non Rotating position
- Description
The Conference Coordinator was responsible for planning our North American Conferences & Conventions each year, namely, Dragon*Con and JordanCon.
Chain of Command
This Conference Coordinator reports to the North American Mistress of Revels .
Job Duties
- Work with hotel locations for each conference to set up blocks of rooms for use by Tower members. Negotiate financial and amenity terms.
- Communicate conference information and Tower participation information to TarValon.net community.
- Work with Amyrlin, Keeper, Director of E&C and Selection Committee to approve location contracts for each event.
- Work with Director of E&C and others as needed to plan details of Tower plans and activities at event.
- Organize and Delegate. Work with a team of committee leaders & members, site contacts, and Tower execs who can all help you. Making sure to use them to the benefit of the event and giving them appropriate work is what enables our events to happen.
- Crisis Management. No matter how much pre-planning you do, the unexpected will happen. Recognizing issues early and addressing them calmly and promptly is key.
- Share learnings with DoE&C team to ensure continually improving events.
Expectations
- Must have attended at least one conference event. Helpful, but not required, is attendance at more than one event. Even better is attendance at more than one kind of event (Dragon*Con + JordanCon + Anni, etc.). Better still is serving as staff of an event through committee work or similar.
- Must be a member in good standing for at least six months (you need NOT be a senior member).
- Must be able and willing to travel to most conference/convention events at your own expense. Because the conferences that are currently identified as official Tower events both take place in or near Atlanta, Georgia, it could be an advantage to live in that area of the country – but this is not a requirement.
- Must be professional. Responsibilities of this role include representing our community with outside organizations such as hotels and convention organizers, and potentially negotiating contracts with these groups. In addition you are held accountable for the responsible management of the funds many of our members pay to attend events. Professionalism, high-performance, and self-starting are mandatory.
- Must be detail-oriented. You must be able to think logically through entire event and needs for members. Everything from ceremonial activities, payments, registration, marketing, budgeting, room assignments, negotiations with the site, etc. Almost all of the Conference Coordinator work is done well in advance of the event.
- Must be organized. There is a lot of information to keep track of, including legal contracts with the hotels, schedules, and registration information including medical and personal data which must be kept confidential.
Time Requirements
- Must be able to dedicate several hours per week to this role. This role is very cyclical and will have times of heavy workload, and other times with lighter.
History
The position was discontinued temporarily in May 2005 and again in January 2012, following the decision to no longer book blocks of Tower rooms at these events
Conference Coordinators
- Esteban Diego - June 29, 2009 - January 12, 2012
- Serenla Tamowith - date unknown - June 29, 2009
- Jenarra Tikvah - September 8, 2004 - May 11, 2005
- Vivianna L'antreau - date unknown - September 8, 2004
