Our mission is to promote social change that transforms societal attitudes, practices and policies to prevent and eliminate domestic violence, abuse and oppression.
Project Description
Provide event management, planning, and coordination for the 2023 Statewide Conference. The Conference is scheduled to begin with a half-day (afternoon), followed by 1 full day and one half-day (morning). The conference is anticipated to accommodate 450‐500 attendees, approximately 40 workshops, and 2-4 major keynote speakers.
Primary responsibilities
Scope of Services
Conference Planner will coordinate these activities / provide the following services:
Conference Strategy & Planning
- Attend Planning Committee Meetings (approx. 1 hr. each, a minimum of one per month)
- Make initial contact with potential speakers identified by staff
- Draft and/or review contracts with presenters as needed
Conference Management/Execution
- Develop and manage Conference timeline
- Communicate / coordinate with End Abuse
- In collaboration with End Abuse key staff, coordinate the management of the budget throughout process
- Manage master task list throughout planning process
- Track registrations and report to End Abuse weekly
- Provide updates to End Abuse (frequency TBD)
- Collaborate with End Abuse key staff to ensure that Conference themes and workshop topics are consistent with End Abuse Mission, Vision, and Goals
- Work with End Abuse to determine volunteer Conference staffing assignments
- Serve as Conference site coordinator (2 1/2 – 3 days)
Programming Development
- Assist with keynote speaker recruitment process as needed
- Manage tracking process for speakers’ (keynotes’ and workshop presenters’) AV needs, room setup and other requirements
- Prepare and distribute moderator introductions and handouts to workshop rooms
- Track ongoing improvement opportunities
Sponsor Program
- Coordinate with End Abuse Staff for sponsor program information
- Coordinate with End Abuse Staff and sponsors to develop sponsor ads for program
- Evaluate current sponsor program
Vendor Management
- Review contracts and coordinate with hotel and other vendors with regards to facilities, AV Equipment, food, etc.
- Create planning worksheet to share these details
- Assign workshop space according to attendance and space availability
- Work with printer on program/handout printing
Materials Development
- Work with End Abuse staff to develop conference-related materials.
- Coordinate proofing of conference materials with End Abuse staff
- Organize and gather necessary information for development of conference-related materials, such as workshop descriptions, schedules and presenter bios
Signage
- Oversee design of signs for workshops, exhibit area, sponsors, etc.
- Coordinate production and delivery with sign vendor
- Coordinate proofing of signs with End Abuse staff
Other Implementation Components
- Schedule and plan regular meetings with End Abuse to facilitate ongoing planning (estimated one meeting every month, more as needed)
- Obtain all speakers’ bios and handouts
- Prepare speaker handouts for production and distribution at Conference, manage process for appropriate balance of paper and electronic copies of materials
- Coordinate sign-in process with End Abuse staff and prepare attendee list
- Prepare volunteer staffing assignments for the Conference
- Prepare workshop room assignments for Conference
- Prepare name badges and handouts (End Abuse will approve printer if needed)
- Manage registration and other activities throughout the Conference
- Provide up to two staff at event to coordinate and work with vendors, and attendees.
- With End Abuse staff, create a plan for and execute a conference-specific social media campaign before, during, and after the conference. Integrate social media planning to conference planning.
Conference Promotion* (may or may not be part of the conference planner’s tasks)
- Work with End Abuse to attract a diverse group of constituencies and attendees
- Provide input in the marketing plan
- Oversee timing/quality of all promotional pieces
- Coordinate the marketing plan, timeline and PR with End Abuse
- Coordinate w/ media sponsors to develop ads
Post Conference
- Stay until the final day of the conference
- Help End Abuse staff with tear down at venue
- Assist with transporting materials back to End Abuse office (if applicable)
Agency responsibilities
End Abuse will:
- Recruit Conference Planning Committee
- Determine expected outcomes of Conference and Programming Boards
- Coordinate web site promotion/registration for event
- Accept registrations (making registration information accessible to Conference planner)
- Track sponsors / exhibitors
- Make initial contact with workshop speakers (e.g. existing relationship)
- Assist in the coordination of media and social media campaigns
- Write and provide timely coordination of copy for Conference Brochure
- Coordinate mailing of pre‐event mailer and/or event brochure and provide all mailing lists
- Provide information for binder sheets as needed
- Review materials and provide feedback in a timely manner
- Develop evaluations and enter data from evaluations
- Analyze evaluation results
End Abuse and Planning Committee will:
- Identify potential sponsors / provide contact information, and make follow-up phone calls to secure commitments
- Provide staff, as needed, to assist with implementation, registration and other Conference activities
- Review materials and provide feedback in a timely manner
Proposals due no later than November 18, 2022.
Application instructions
Please submit your proposal along with names of 3 references or 3 letters of recommendation to: Gricel Santiago-Rivera, via email at: gsantiago@endabusewi.org, via US mail at: End Domestic Abuse WI, 1400 E Washington Ave, Suite 150, Madison, WI 53703.
Planner will be chosen in late November to early December with project beginning no later than January 2, 2023.
Any questions, please call Gricel Santiago-Rivera at 608-237-3457 or at the email above.
