Call for Applications for Conference Director
By Skye Cervone In IAFA, ICFA On February 1, 2019
CALL FOR APPLICANTS FOR CONFERENCE DIRECTOR
Appointed Position, Effective March 17, 2019
IAFA seeks applicants for the position of Conference Director of the ICFA. The Conference Director is an appointed, voting member of the IAFA Board of Directors. Qualified candidates ideally should have experience with all phases of conference planning, including site inspections for potential sites, negotiation with hotels, and managing the conference on site. In addition, the Conference Director must attend the June Board meeting as well as conduct a site visit ten days prior to the conference.
The specific duties of the Conference Director are as follows:
Make all necessary arrangements for the holding of the IAFA annual conference, including, but not limited to hotel site inspection and selection with Board approval, negotiation of all contracts with hotels with Board approval; providing for the physical needs of the annual conference and the annual Board of Directors meeting.
Time Line and Outline of Duties
The Conference Chair position requires year-round work on IAFA matters, and a planning cycle that looks 3-5 years into the future to ensure that appropriate contracts are in place for upcoming conferences. The contract negotiation duties encompass providing for meeting rooms, guest rooms, meal functions, and the maintenance of concessions in support of our event from the hotel (currently these include a reception, suites, upgrades, and complementary room nights). The negotiated contract must be approved by the Board and be consistent with current IAFA operations.
The Conference Director is responsible for inspecting and securing all physical spaces needed for the conference and for the summer Board meeting; investigating alternative properties, as directed by the Board; planning the annual conference budget; planning the menus and prices for conference food functions; making hotel reservations for major guests; managing all ongoing relations with the hotel, including guest rooms; negotiating an overflow hotel as needed; and monitoring food and beverage commitments leading up to and at the conference, adjusting as needed. The Conference Director must attend the conference each year and be available to make adjustments in any of these matters and otherwise troubleshoot, as required. The Conference Director is responsible for reviewing the account with the hotel and making any required payments at the end of each conference.
How to Apply
Application should include a cover letter, a one-page statement of previous event planning experience with an emphasis on budgeting and managing relationships with hotels, and a letter of reference from someone familiar with the candidate’s work in these capacities.
Please send all materials to Sherryl Vint, IAFA President, at email@example.com.
Applications are due February 20, 2019. The Board will review applications and make a selection prior to the start of the 2019 conference. The new Conference Director will be announced at the conclusion of that conference, with duties to commence immediately for the 2020 conference cycle.