Job Description                                      Professional Development Conferences

Conference Coordinator

notes:

Tasks are for Conference Coordinator to do or ensure that they are done. This description is flexible and subject to constant change as circumstances require. Although the tasks are in approximate sequential order, many will be happening concurrently. All work is in concert with PFS Board and Executive Director. Regular formal and informal contact with the Conference Planning Committee for advice, direction, support and accountability is expected. Some tasks will be primarily the responsibility of committee members.

Requires administrative/organizing ability; writing skills; flexibility; ability to work independently and to take direction; basic bookkeeping; e-communication skills; “works well with others/works well on own.”

There is a written manual and experience base on the part of the Committee which the Coordinator will be able to draw upon as needed.

Reports to:    Conference Planning Committee Chair

                   Putney Family Services Board of Directors

Responsibilities

Preparatory 

Develop interim description of conference (n/i final date, venue, CEUs, times)

¨       speaker(s)

¨       topic

¨       format

¨       description and rationale

Arrange for CEU approvals from the respective State and National governmental and professional boards

Make arrangements regarding venue

Set final date (and back-up date if necessary)

Make arrangements with speaker(s) regarding dates, travel, etc.

Sponsorships

¨       identify potential sponsors

¨       set up appeal

¨       contact potential sponsors & make ‘the ask’

¨       follow-up

¨       thank yous

Update description with full final information as soon as the information becomes available

¨       date and times

¨       program – schedule

¨       location; directions

¨       full description of topic

¨       bio(s) of speaker(s) & publications

¨       CEU info

¨       contact info

¨       price, registration process, payment instructions, refund policy

¨       sponsors

¨       contact us for disability assistance or special diet

Identify books and publications for sale

Marketing

Update mailing lists  -  State, Professional Assns; other

¨       postal lists

¨       e-mail lists

Design announcement/information/save-the-date notices/card

Post conference information on PFS website

Send e-notices with conference description and information

¨       website

¨       mailings

¨       posters

¨       e-mail

¨       social networking

¨       graduate programs

¨       professional assns.

¨       radio; newspaper & magazine articles

¨       etc.

Track information flow to potential attendees

Follow up with contact distribution contacts

Administrative

Establish timeline of task start/accomplish pace

Set up bookkeeping & money flow, tracking, and accountability

¨       seed money from PFS

¨       income from registrations

¨       income from sponsorships/donations

¨       expenses

Ø  staff

Ø  printing

Ø  supplies

Ø  venue

Ø  CEUs

Ø  honoraria

Ø  postage

Ø  etc.

Arrange for book sales

Establish tracking of

¨       registrations

¨       payments

¨       CEU categories

¨       special needs

¨       special diets

¨       other

    track all as they come in

Arrange with venue:  coffee, snacks and lunch; room layout and seating; book sales space; breakout group locations; a.v. person and setup; etc.

Waiting list if needed

Make packets for attendees  -  blank paper, blurb about speaker(s), relevant articles and inserts, PFS literature, day’s schedule, evaluation sheets, etc.

Have CEU certificates printed

Conference day and immediately before & after:

Start and day

Get books to venue

Credit card sales possible for books?

Arrange for set up: room; breakout sessions; coffee; snack; lunch; book sales; PFS info table

Set up book sales – pricing, keeping track of titles; sales; monies

Set up and staff registration tables

Check on snack/lunch arrangements

Check on a.v. proper function

Register attendees as they come in; check against lists

Prepare CEU certificates for distribution at end of day;

Deal with registration monies

End of Day

Distribute  CEU certificates

Fold up book sales  -  pack unsold books

Account for and hand-off of all monies (registrations, book sales, donations)

Tie-up

Follow Up

Dispose of un-sold books

Lost & found

Thank yous

Account for and hand off any additional monies; deal with refunds

Prepare short report/accounting and submit final bills and vouchers

Debriefing  meeting; update manual