Ecumenical Advocacy Days Conference Event Planner-Director Position Search

Job Description

 

Mission Statement

“Ecumenical Advocacy Days is a movement of the ecumenical Christian community, and its recognized partners and allies, grounded in biblical witness and our shared traditions of justice, peace and the integrity of creation. Our goal, through worship, theological reflection and opportunities for learning and witness, is to strengthen our Christian voice and to mobilize for advocacy on a wide variety of U.S. domestic and international policy issues.”

 

Ecumenical Advocacy Days for Global Peace with Justice is seeking an event planner-conference director for our April 21 – 24, 2018 Advocacy Days event. The Event Planner-Director will build on the dynamic tradition established by fifteen successful previous annual meetings and be committed to facilitating an ongoing exploration of ways to make the 2018 event even more exciting and powerful, with an expanded impact on the domestic and international policies we address.  

 

The EAD Event Planner-Director is a contracted position from September 1, 2017 through June 30, 2018. It calls for the execution of the essential deliverables listed below as the primary planner and coordinator of the April 2018 Ecumenical Advocacy Days conference. The contractual payment for this period is within the range of $55,000 – $70,000, depending on experience. Flexibility is required, as the January through April time period is intensive. As a contractor, the EAD Event Planner/Director provides her/his own workspace, determines which hours s/he works with the understanding that the essential deliverables must be performed, and supplies her/his own equipment, such as computer and cell phone. Health or other benefits are not offered.

 

Ecumenical Advocacy Days Event Planner-Director Contract Deliverables

 

Primary Purpose

Our vision is for EAD to be the nation’s largest and most diverse grassroots ecumenical community of witness moving U.S. public policy toward a more just, peaceful and ecologically sustainable world. The Event Planner-Director will provide general oversight and planning for the 2018 Ecumenical Advocacy Days (EAD) conference and related activities to be held in the Washington, D.C. metro area, April 21 – 24, sponsored by more than 40 national religious and non-profit organizations. Held annually, the EAD conference brings 700-1000 people of faith from throughout the U.S. to the Washington, D.C. area for worship, education, and advocacy with policy makers.

 

EAD works with the Ecumenical Community including denominational offices, Church World Service, National Council of Churches and several Catholic and inter-denominational organizations active in the Washington Interfaith Staff Community. Establishing and maintaining relations with these groups is important to the success of EAD.

 

The Event Planner-Director will lead this collaborative effort by facilitating various volunteers, working groups and committees including: a Leadership Team that provides general oversight, made up of representatives of sponsoring organizations, a “Track” Leaders group that organize workshops, and other committees as needed. The Event Planner-Director is responsible for deliverables covering all aspects of the conference including, but not limited to:

 

Essential Event Planner-Director Deliverables

 

1. General oversight and planning

a. Call and facilitate planning meetings of Leadership Team, and Track workshop organizers.

b. Serve as an ex-officio member of the EAD Executive Committee

c. Maintain communication among all committees and sponsors

d. Maintain communication with EAD sponsors and potential sponsors and other income sources to receive financial contributions for the conference

e. Work with the Leadership Team of sponsoring organizations as each member takes on specific assignments toward planning the conference.

f. Work with the fiscal agency to maintain financial accounts (track ​income/expenses)

g. Report progress on registration and budget to Leadership team

h. Ensure efficient registration process

i. Ensure smooth and effective lobby day activities and meetings

j. Ensure preparation and distribution of meeting minutes

k. Work with the Leadership team to grow the conference with new sponsors and participants, especially from unrepresented and under-represented constituencies

l. Work with the audio-visual company on website, live feeds, App, etc.

 

2. Hotel negotiation and planning

a. Manage negotiations and relationships with the hotel (conference site)

b. Coordinate food for conference

c. Maintain regular contact with hotel staff- monitor hotel room block

d. Make room assignments for conference sessions – plenary, track, and pre/post

e. Determine room set-ups and audiovisual needs

 

3. Conference program oversight

a. Convene and collaborate with Leadership Team to visualize and implement general program

b. Coordinate with Track Leaders to ensure strong track program on key issues

c. Work with Leadership Team on general plans and plenary speakers

d. Help facilitate immediate pre/post events planned by sponsors

e. Coordinate working groups for the event, e.g.:

i. Workshop “track” organizers

ii. Worship team

iii. Lobby Day working group, including development of the Lobby Day “policy ask”

iiii. Young Adult program and scholarship team

v. Hospitality committee

f. Manage production of materials for registration packets such as:

i. Program booklet

ii. Conference schedule

iii. Nametags

iiii. Congressional visit report forms

v. Conference evaluation form

vi. Coordinate packaging of the packets

 

4. Online registration and communication

a. Oversee management of website for promotional, educational and registration purposes

b. Oversee online and offline registration procedures

c. Oversee the update of the website and workshop track pages with information as available

d. Ensure and oversee the reception, recording and reporting of registration progress

e. Manage development, printing, and distribution of promotional brochure and other materials

f. Coordinate design and placement of advertisements in print and electronic publications ​(denominational and public)

 

5. Post-conference

a. Ensure reception of all remaining committed financial contributions and the payment of all outstanding bills

b. Provide a final post-conference financial report

c. Manage production of a registration report

d. Produce or oversee the report from conference evaluations and ensure its distribution

e. Ensure distribution of lobby visits reports to workshop tracks

f. Meet with hotel staff for evaluation

g. Maintain communication with EAD network to follow-up on issues highlighted by past conferences

 

Qualifications:

 

Education: Advanced degree in related field or related experience.

 

Experience:

Demonstrated organizational abilities of event management and planning. Proven experience in volunteer management that engages and motivates volunteers to carry out successful events, fund raising and program activities. Minimum three years of successful experience in working with ecumenical relations and faith-based organizations, and a working knowledge of the denominational church world and familiarity with Christian theology. Experience and skill in fundraising and financial oversight. Skills and experience in computer literacy, including word processing, spreadsheet, database, electronic, Internet, and social networking applications (facebook and twitter).

 

Must possess ability to think creatively and strategically; demonstrate initiative, be self-motivated and function independently; work within a team environment; be flexible; possess high energy; exhibit a positive “can-do” attitude; and attention to detail. Strong interpersonal and public verbal communications skills and demonstrated ability to write clearly and persuasively are required.

 

Accountability:

The Director of EAD will report to the Ecumenical Advocacy Days Executive Committee and to the Director of Advocacy of Church World Service, which serves as the fiscal agent for Ecumenical Advocacy Days. The Event Planner-Director shall provide a weekly summary of activities on the deliverables to the EAD Executive Committee.

 

Please submit resume and cover letter by July 21 to:

Martin Shupack

Church World Service

Email: mshupack@cwsglobal.org

110 Maryland Ave. NE

Washington, DC 20002