Events Lead

Expected time commitment 

This is a new role, which we expect to require 2-4 hours per week, on average. Certain times would be busier, particularly regarding ISPAH congress planning and preparations.  

Description 

The focus of this role is to coordinate and contribute to ISPAH events. The main ISPAH event is the biennial congress, which is primarily organised by a local host committee with the assistance of a private conference organiser (PCO). However, this portfolio will also cover other ISPAH events. An on-boarding phase is planned to give the successful candidate a chance to get to know the Board and become familiar with the role. Support will also be provided by other Board members, and particularly those who have experience in organising previous ISPAH Congresses.  

Roles 

ISPAH congress: 

• Prepare congress documents (guidance, online form for expressions of interest), and coordinate receiving and evaluating proposals with the ISPAH Board and Executive  
• Be the point of contact between ISPAH Board and Executive and PCO (e.g. Venue West), and local congress organisers to ensure ISPAH is well represented, and that good working relationships are formed and maintained 
• For the relationship with local congress organisers: 

• Review the memorandum of understanding from the previous congress to assess whether any updates are needed 
• Ensure memorandum of understanding is signed and adhered to by both parties 
• Assist with coordinating the organizing committee for the congress 
• Assist with coordinating the scientific committee for the congress, preferably with global representation 
• Advise on congress registration fees to ensure that registration is incentivised for ISPAH members and ensure that registration fees are waived for ISPAH Board members 

• Ensure that sponsorship aligns with ISPAH’s Sponsorship and Partnership policy 
• Ensure that the congress report is submitted timeously 

• Work with ISPAH IT team (Board lead and service provider, and PCO if necessary) to ensure congress IT systems are working efficiently 
• Work with ISPAH Communications committee to coordinate congress communications: 

• Lead on drafting content for the ISPAH Communications Committee, including social media posts, newsletter content and other modes if deemed relevant (e.g. video, podcast) 

• Once content is drafted, work with the ISPAH Communications Committee to coordinate branding of the content, in line with ISPAH’s Brand Guidelines and style 
• Once content is branded, work with the ISPAH Communications Committee to schedule content across communication channels (a timeline of content) 

• Work with ISPAH Member Engagement lead to ensure that ISPAH Councils are well represented at the congress 

Other events: 

• Work with ISPAH councils and networks, including the Early Career Network (ECN), ISPAH Member Engagement Lead, and the ISPAH Partnership Lead to coordinate planning of other ISPAH events, such as ISPAH webinars (ISPAH hosted or co-badged), or regional events that are strategically aligned with ISPAH 

• Work with the ISPAH IT team to create an online event calendar as part of the ISPAH website 
• Work with the ISPAH IT team to create an online registration portal for other ISPAH events 
• Liaise with the Partnerships Director regarding strategic opportunities for ISPAH events 

Specific / additional requirements: 

• Experience with and passion for planning events 

• Excellent inter-personal skills to facilitate relationship management