Event Project Manager

The International Political Science Association (IPSA) is a non-profit organization founded in Paris in 1949 under the aegis of the United Nations Educational, Scientific and Cultural Organisation (UNESCO).

The special mandate of IPSA, expressed in its Constitution, is to support the development of political science in all parts of the world, building academic networks linking East and West, North and South. Its aim is to create an inclusive and global political science community in which all can participate. It seeks to promote collaboration between scholars in emerging and established democracies and to support the academic freedoms needed for the social sciences to flourish. IPSA hosts its World Congress of Political Science every second year, moving between continents.

IPSA is looking for an Event Project Manager who will be responsible for the production of the XXIV IPSA World Congress of Political Science from conception through to completion. The Congress will take place in Istanbul, Turkey in July 2016.

Description

The role is hands-on and involves working as part of a small but dedicated team that will assist in specific tasks that the project manager will oversee – as per description of work activities. We require someone that is able to complete a wide range of activities, while maintaining clear lines of communication. The candidate must have excellent organisational skills and attention to detail, and work well under pressure in order to ensure the smooth and efficient running of an event.

The candidate must be perfectly bilingual (French/English) - knowledge of other languages is an asset; have excellent written and oral communication skills, negotiating skills and willingness to work a flexible schedule according to the requirements of organizers involved (who might be in different time zones). IT skills are an asset.

The IPSA Event Project Manager works in close cooperation with the Program Chair(s), the Local Organizing Committee, the World Congress and Event Coordinator, the Financing and Communication Manager (Promotion, media, etc.), the Logistics Coordinator (TBA), the IT Manager and the World Congress and Web assistants.

Requirements

• Solid experience in event planning (organisation of an international conference an asset);
• Excellent organisational skills and attention to details;
• Ability to complete a wide range of activities, while maintaining clear lines of communication;
• Ability to work well under pressure;
• Fully bilingual (English and French) - written and spoken (third language an asset);
• Excellent written and oral communication skills, negotiation skills;
• Ability and willingness to work a flexible schedule;
• IT skills an asset.

Responsibilities

Program

• Overseeing the production of the IPSA World Congress program: everything from submission of abstracts to admission, to sessions in collaboration with the World Congress and Event coordinator and Program Chairs;
• managing the presence of speakers and/or special guests;
• establishing the schedule of panels with the Program Chairs;
• scheduling of plenary and special sessions, receptions, ceremonies, committee meetings;
• planning room layouts according to the programme;
• liaising with the program-chairs and the local organizing committee (LOC) to ascertain their precise event requirements;
• Ensuring availability of the Congress Program in the following formats: printed, online, electronic on USB, mobile application.

Website and Registration

• Overseeing the creation of the registration database and the registration process in collaboration with the IT Manager and the World Congress Coordinator;
• Overseeing the World Congress Website, its content, the submission, reviewing and registration processes in collaboration with the IT Manager and the World Congress Coordinator.

Planning and Logistics

• Producing detailed timelines for venues, suppliers, legal obligations, staffing and budget;
• agreeing to, and managing a budget;
• helping to secure a suitable venue on a location selected by the bids committee (IPSA Executive Committee);
• reviewing the venue contract based on IPSA’s needs and budget and helping to negotiate the final contract up to signature;
• ensuring insurance, legal, health and safety obligations are adhered to;
• coordinating venue management, caterers, stand designers, contractors, equipment rental, shipping and drayage;
• ensuring that all necessary equipment is available (AV, WIFI Internet etc);
• organising facilities for car parking, security, first aid, hospitality and the media;
• negotiating, reviewing and managing hotel/lodging contracts, and ensuring that adequate  accommodations are available for participants at a reasonable cost and distance from the venue of the event;
• Ensure adequate transportation for participants, IPSA staff and Executive Committee members  to and from the venue in case of need;
• liaising with Financing and Communications Manager to ensure the selling of sponsorship/stand/exhibition space to potential exhibitors/partners;
•  liaising with Financing and Communications Manager to promote the event;
• liaising with designers and other suppliers to create a brand for the event and organising the production of the printed program, posters, banners, advertisements, signage, tickers, plus social media coverage;
• coordinating with the LOC volunteer requirements and manage onsite briefings with the volunteer coordinator;
• overseeing the preparation of delegate bags;
• coordinating suppliers, handling client queries and troubleshooting on-site during the 6 day event to ensure that all runs smoothly;
• overseeing the dismantling and removal of the event and clearing the venue efficiently;
• post-event evaluation (including data entry and analysis and production of comprehensive reports for the IPSA Executive Committee);
• ensuring liaison with program-chair(s) and LOC for the production of comprehensive reports for the IPSA Executive Committee.