(not logged in)

Hide nav pane
Free Online Training
Upgrade your skills in Fundraising, Marketing, Leadership, and more. All 100% Free!
free courses at nonprofitready.org
Sign up now at
NonprofitReady.org

Job Details


Job Number:  53590
Conference Coordinator
Job Posted: Wednesday, 17 April 2019
Closing Date: Friday, 3 May 2019
(79 days ago)
CAIDP-RPCDI
Region: Ottawa area Type: RFP (Request For Proposal)
Location: Ottawa Salary: (not entered)
 
Request for Service Proposal:

Conference Coordinator for CAIDP’s Annual Conference in October 2019

 

Location:  Ottawa

 

Contract term and Payment: Lump sum amount based on the following:

Start-up – May 13th to June 28th – 7 weeks x 2 days (105 hours)

Summer maintenance – July 1st to Sept 6th – 6 days (45 hours)

Run up, conference and take down – Sept 9th to Oct 11th - 5 weeks x 4 days (150 hours)

 

Application deadline:  Friday, May 3, 2019.

 

BACKGROUND:

On October 7 & 8, 2019, the Canadian Association of International Development Professionals (CAIDP) will host its Annual Conference. CAIDP is seeking a qualified individual to lead the coordination and implementation of this important event.

 

The conference will take place at the IDRC’s conference centre on October 7th and 8th.  This special event will bring together approximately 150 participants including broad representation from CAIDP memberships, development experts, policy makers, government, academics and other key international development stakeholders from Canada and abroad. This conference is a unique opportunity for rich discussion, debate, sharing of best practices and identifying opportunities for innovative partnerships across sectors.

 

SCOPE OF WORK:

Reporting to the CAIDP Program Committee, the Consultant will be responsible for planning, organizing and coordinating the conference. The Consultant will work directly with CAIDP’s Conference Committee and lead a team of volunteers to ensure a successful conference including the smooth delivery of all aspects of the events, such as, but not limited to: programming, logistics, communications, registration, and hospitality. More specifically, the Consultant will:

  • Liaise with a Conference Chair and Coordinate and participate in CAIDP Conference Committee meetings;
  • Assist in developing the conference theme and agenda, where needed;
  •  Work with CAIDP’s Conference Committee on the conference budget;
  • Develop a work plan in collaboration with CAIDP’s Conference Committee which identifies list of tasks, timelines and any additional support required;
  • Coordinate necessary follow up with conference keynote speakers and panelists, including accommodation, registration and transportation needs; as well as any necessary content support;
  • Identify suppliers, establish contracts and manage their payments where necessary;
  • Oversee overall event logistics, ensuring that the highest standards are upheld and a positive conference experience for participants;
  • Manage advance on-line registration including following up on requests for information on registration, and generating regular reports on registration;
  • Work with identified venue to finalize all logistical details including: room set-up, audio visual and interpretation requirements and conference schedule;
  • Liaise with venue caterer to coordinate all catering services for the conference;
  • Organize poster presentations, vendor exhibits, partner or sponsor tables, as required;
  • Support internal and external communications and publicity related to the conference including emails, website inputs and social media;
  • Coordinate and support sponsorship requests for the conference;
  • Work within established budgets and provide necessary weekly, monthly and end of mandate budget updates as needed;
  • Assist with marketing the conference as required;
  • Produce weekly progress reports including relevant financial details;
  • Post-event, the coordinator is responsible for wrapping up any outstanding details including a short report that serve as a summary archive of the content highlights;
  • Be available to work extended hours in the lead up to the events;
  • Respond to urgent requests and be available on short notice when required; and
  • Any other tasks as required or as requested the CAIDP Conference Committee

CONSULTANT QUALIFICATIONS:

Candidates must have:

  • Excellent written, spoken English. Fluency in French will be considered an important asset;
  • University degree or college degree in a relevant field (project management, public relations, communications, marketing, etc.).
  • Experience in a similar role;
  • Experience organizing and coordinating large multiple day events and liaising with national and international guests;
  • Knowledge of international development and cooperation (considered an asset);
  • Social media and website savvy
  • Skills in customer service, marketing and sales;
  • Exceptionally clear communication skills (writing and verbal);
  • Knowledge of financial management;
  • Ability to work in MS Office;
  • Ability to prioritize and organize;
  • Ability to work independently, to lead and to take initiative;
  • Attention to detail and respectful of deadlines;
  • Experience working within a committee;
  • Ability to work under pressure and in a fast-paced work environment;
  • Available to work evenings and weekends if necessary
  • Membership in CAIDP (considered an asset)

HOW TO APPLY

Consultants meeting the above criteria are invited to submit a proposal by e-mail to  no later than Friday, May 3, 2019.

Proposals should include the following:

  • CV of the consultant, outlining previous experience in organizing and coordinating large multiple day events and other relevant experience;
  • Complete contact information;
  • Contact information for 3 references; and
  • Cover letter

We thank all those who apply, but only shortlisted candidates will be contacted. No telephone calls please. CAIDP encourages, promotes and supports diversity in all aspects of its work.

How to Apply
Please mention you saw this posting on WorkInNonProfits.ca.
Consultants meeting the criteria are invited to submit a proposal by e-mail to no later than Friday May 3, 2019.

Proposals should include the following:

CV of the consultant, outlining previous experience in organizing and coordinating large multiple day events and other relevant experience; Complete contact information;
Contact information for 3 references; and Cover letter.

No telephone calls please. CAIDP encourages, promotes and supports diversity in all aspects of its work.
Contact Details
E-mail:
www:   www.caidp-rpcdi.ca/home


 Thanks for looking on WorkInNonProfits.ca and good luck with your job search!

 
Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

 
Home Skip to content Skip to navigation Contact us Access keys Hide Left Pane Find a job Post a job