IAFA seeks to fill two or three positions for Conference Assistants
Running ICFA is a lot of work—so much so that if only one or two people are in charge of running the conference, those people inevitably get to enjoy very little of the actual conference. In an effort to spread the workload a bit—and to get more people trained on conference management—IAFA has decided to create a team to work with the Conference Director on organizing and running ICFA. We seek two candidates but will consider three, if there is enough interest and energy. Ideally, candidates will work as a team during the year (with regular zoom meetings) to prepare for the conference, interacting with the hotel, for example, and liaising with the board officers in charge of scheduling; at the conference, each candidate will be “Conference Person in charge for a day” over the three busy days of the conference (Thurs, Fri, Sat), freeing up the others to enjoy the conference on the days they are not in charge. Appointments are for one year and are renewable.
Interest in the future of IAFA is required.
Experience with meeting planning is a plus but not required.
Experience attending ICFA a few times is a plus but not required.
The flexibility to arrive on Tuesday before the conference and/or stay until the Monday after the conference is also a plus but not required.
What is required:
>ability to put in about 30-50 hours throughout the calendar year and to work for a portion of the conference, including at least one of the three major meal functions
>flexibility: an ability to adjust to changing circumstances and to think quickly
>stamina and a certain amount of strength: lifting, moving, and shifting stuff is often required
>above average attention to detail
In recognition of the sacrifice of time enjoying the conference this work will entail, conference assistants will receive:
>One night’s stay in the hotel will be covered by IAFA as compensation for the day spent working as Conference Person in Charge
>Another night’s stay in the hotel will be covered by IAFA if the assistant is asked to come a day early or stay a day late; two nights if both.
>50% discount on ICFA Registration
>A meal ticket to any food function at which the assistant is working
A sampling of the duties:
Work with hotel: review guest room lists; determine which meeting rooms are scheduled, when and how they are set, and review the Event Orders for accuracy; determine menus for functions and accommodate special dietary needs; check the meeting rooms every morning; monitor coffee breaks; check tickets at food functions.
Work with First VP: ensure that session rooms are scheduled in alignment with the space we have contractually reserved.
Work with Registration Coordinator: keep track of food ticket sales in order to guarantee number of meals to hotel; organize place cards for reserved tables.
Work with Book Room Coordinator: ensure sufficient numbers of books for meal functions; help put books on meal tables
Work with the president: ensure that organization meetings are scheduled (such as Board meeting, Division Head meeting, JFA meeting) at appropriate times and that we have head counts for them.
Interested candidates: please submit cover letter detailing any relevant experience and CV or resume to Jeri Zulli, Conference Director, iafa.confchair@fantastic-arts.org, by February 4, 2022.