ACT-W Bay Area Conference Manager (Advancing the Careers of Women in Tech)

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Advancing the Careers of Technical Women (ACT-W) conferences run on the energy of our volunteers who care about empowering women in technology. The ACT-W Bay Area Conference is an annual one-day action-packed event where talented women can build skills, grow their community, and accelerate their career path by connecting with companies that truly fit them best. The conference includes speaking sessions, hands-on workshops, one-on-one coaching sessions, and more.

As the ACT-W Bay Area Conference Manager, you will be a vital part of the conference and lead the Conference Committee in creating a welcoming and outstanding conference experience for about 300+ participants from Bay Area. Together you and your team covers the conference-planning gamut: sponsorship outreach, conference and speaker schedule development, event management, food and beverage planning, on-site logistics, marketing, and more!

This position is ideal for someone who has some event/conference planning experience, loves both project management and empowering women, and wants to lead an amazing team to create an impactful experience. You will gain access to the ChickTech community and receive coaching from the HQ ACT-W Conference Manager while building your leadership skills in a supportive environment.

With ACT-W’s brand behind you, you’ll be known in your community for making a difference in the tech world!

Responsibilities

• Planning and event management, project management
• Serve as a spokesperson for ChickTech’s mission, vision, and community
• Grow and coordinate a local Conference Committee (various roles listed below)
• In partnership with the National ACT-W Conference Manager, Bay Area chapter leadership, and your Conference Committee team:
• Ensure venue (happy hour location and conference venue) and dates are chosen in advance and work well for ACT-W
• Craft a budget and manage finances
• Help set timelines, deadlines and milestones related to the event
• Ensure marketing materials, including website, social media, and event site, are accurate and up to date
• Create plan and set roles for the year
• Manage local relationships with vendors, sponsors, and partners
• Build marketing and speaker plan that includes inclusion of all community members (underrepresented community members and people of all genders, including men)
• Ensure a positive, smooth, impactful, and inclusive local conference
• Build strong partnerships with mission aligned organizations and events
• Review/craft contracts with vendors and sponsors as needed

This is a volunteer position - (Approximate hours a week commitment will vary as the event goes through various stages of progress. Approx. 5-10+ hours/week)

• Bi-Weekly Planning Committee Meetings / Weekly Planning Committee Meetings closer to event
• Meetings with other committee members ad hoc
• Agenda management for meetings
• Project Management of key event tasks - monitor and report on progress and flag any potential delays and risks
• Work with HQ ACT-W Conference Manager on strategy and documentation/archives
• Recruit with the help of Chapter Leads and HQ ACT-W Conference Manager key committee support roles (outlined below).

As the ACT-W Bay Area Conference Manager, you will also help build and support the volunteer conference committee. Support Roles include:

Logistics Manager

Will head the team managing the venue and will ensure anything having to do with the physical event is set up. Planning and coordination pre, during, and post event. Specifics tasks include floor plan, volunteer assignments, setup, onsite management, vendor management, etc. (includes working with Registration, Wayfinding, Site, Food and Beverage, Tech and AV volunteers)

Career Fair Manager

Will manage the team that puts together the Career Fair and associated events (includes working with Mock Interviews and Headshots, Sponsorship, Birds of a Feather volunteers)

Finance Manager

Will act as conference accountant, making sure invoices are paid and managing the main budget

Volunteer Manager

Will manage pre-day and day-of volunteer arrangements, coordinating with other Managers on their volunteer needs

Speaker/Programming Manager

Reach out to local leaders, technology professionals, empowering females, workshop leaders and more to apply to present at the conference (includes working with Keynote and Program and Schedule, and Other Event Activities volunteers)

Marketing Manager

Work on marketing the event to associations, LinkedIn Groups and more by using social media, reaching out to local Office Managers, posting flyers and more (includes working with Photography, Website, and Social volunteers, as well as Name Tag and Swag volunteers)

If you are interested in becoming the ACT-W Bay Area Conference Manager or have any questions, please contact Tanvi Kolte - tanvi.kolte@chicktech.org and Chida Chaemchaeng - chida.chaemchaeng@chicktech.org