CASUAL PROJECT OFFICER – CONFERENCE ADMINISTRATION

The School of Languages and Cultures is seeking a Casual Project Officer to assist with the administration of the

9 International Conference on Intercultural Pragmatics and Communication (INPRA 2020) -12 to 14 June 2020

Immediate start until end June 2020, total hours: 150, salary scale: HEW5

BROAD TASKS REQUIRED:

  • Assist Conference Chair in the School, with tasks that may include the following:

Pre Conference

  • Bookings – Conference Welcome Reception, room bookings, AV tech support, Photographer
  • Arrange catering for Welcome Reception and Conference
  • Negotiate special Conference deals for hotel accommodation, conference dinner
  • Arrange last evening Cocktail function for speakers
  • Set up Conference Registration system
  • Liaise with key note speakers, organise flights and accommodation
  • Promotion via social media, UQ Events, media release, newsletters, etc
  • Prepare Save the date invitations, Prepare Invitation list and send invitations
  • Submit Protocol advice form (if required), arrange meeting to discuss VC involvement
  • Arrange gifts, order stationery

Conference weeks lead in

  • Finalise Hotel rooming list
  • Update website
  • Arrange EFTPOS machine/payment options for day registrations
  • Finalise program, send to Printers
  • Arrange name tags/lanyards, table place cards, seat names
  • Prepare a welcome pack for speakers, and delegate bags
  • Arrange taxi vouchers for delegates
  • Prepare Event Brief/Order of Proceedings, distribute to HOS, speakers, and VCs office
  • Prepare internal run sheet with contacts
  • Confirmation email to delegates
  • Collate PowerPoint/other material for presentations from speakers

During Conference:

  • Event set up, social media posts, take photos, briefing with venue and AV staff, presentation – notes for web story

Post Event:

  • Prepare Event evaluation and Debrief to internal stakeholders
  • Finalise budget and payments
  • Update website – web story and photos, with web story and photos
  • Prepare thank you letters for speakers; send out link to podcasts etc.
  • Update Razors Edge with invites and attendees

Please direct inquiries or send a Resume to: Joanne Hopper, School of Languages and Cultures. Email: officemanager@languages-cultures.uq.edu.au