Administrative & Event Coordinator Volunteer

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Administrative & Event Coordinator Volunteer Description

Position Title: Administrative & Event Coordinator

Purpose: The Administrative & Event Coordinator serves to provide support coordinating key components of the bigBANG! conference. The role is important to make sure SVP Dallas has all speaker, sponsor, exhibitor, and attendee information. SVP Dallas will need your help reaching out to vendors, communicating with vendors, preparing, and printing various documents for the event.

About bigBANG!: bigBANG! is a three day conference designed to convene changemakers in the region. The content, locations, and partners for the conference are intentionally chosen to host an intentional, and socially impactful conference. Each year a theme is chosen for the conference, the theme for 2018 is Driving Resilience & Mobility. See www.bigbangtx.com for more information.

Location: SVP Dallas: 12900 Preston Road, Suite 1220, Dallas, TX 75230

The Conference has three locations:

• VIP Reception - October 24, 2018 - Polsinelli
• Day 1 - October 25, 2018 - Paul Quinn College
• Day 2 - October 26, 2018 - Federal Reserve Bank of Dallas

The work is primarily at SVP Dallas’ office in preparation for the conference, but some of your time will be spent working remote. We need coordinators to be present for at least Day 1 and Day 2 of the conference.

Key Responsibilities: This role is primarily designed to support the Project Manager, Registration Manager, & Marketing Manager. You’re responsible to communicate clearly with staff, vendors, speakers, sponsors, and marketplace exhibitors as needed to tie up loose ends in advance of the conference. You’ll also help organize materials and prepare for event setup and breakdown. Responsibilities could include a variety of tasks and will be delegated as needed:

• Outreach to nonresponsive sponsors (Obtain attendee info)
• Outreach to get Swag (flyers, promotional items, product) mailed to SVP Dallas by October 10th
• Drafting, Editing, & Finalizing VIP Dinner Invite with Marketing
• Run Last Minute Errands week prior to Event
• Tracking VIP Dinner RSVP’s
• Assist in Creating and Printing Dietary Cards, VIP Dinner Place Cards, Etc.
• Create Binders for Admin Coordinator, CEO, Project Manager, Marketing Team
• Update and Print Run of Shows
• Attend Meetings starting in October
• Outreach to Hotels to coordinate rooms for speakers
• Assist in updating Exhibitors with arrival information
• Document Exhibitor Map, Make Exhibitor Signs
• Communicate Consistently with bigBANG! Project Manager
• Be Transparent with bigBANG! Project Manager
• Assist in entering things on Whova website
• Coordinate with movers
• Ability to lift 30 pounds, Transport Boxes of Event Supplies for Storage
• Various tasks as needed

Responsible to: Joston Benton, bigBANG! 2018 Project Manager

Length of Appointment: September 5th - October 26th

Time Commitment: 10 Hours per Week, 2 Months

Plan to be busiest October 15 - October 26

Qualifications: Experience in Reception, Administrative Support, Attention to Detail, Excellent Communication Skills, Exhibit Patience, Positivity, and Diligence.

Support: Training for this position will not be provided. An orientation will be held in early September and volunteers are able to ask questions of SVP Dallas staff, especially the Project Manager, at any time.

Dress Code: Business Casual

To Apply: E-mail a resume and cover letter to Lauren Kelly at lkelly@svpdallas.org by 5pm August 30 th.