Act as event project manager; oversee the planning and execution of the entire project, Drive strategic decision-making, following guidance from CEA and EAD and taking input from the organising team, Hire 3-4 team members for Admissions, Content, Communications, Production, and Volunteer Management, Oversee comprehensive event budgeting and fiscal stewardship, balancing strategic financial planning with meticulous expense tracking to maximise value from donated resources, Oversee and coordinate closely with the conference team, Act as the main point of contact with CEA, providing project updates and identifying bottlenecks and uncertainties, Organise all team meetings, provide oversight on meeting agendas, Review all vendor contracts alongside the Production team member, Engage with past EAGx Team Leads, other EA professionals, and outside event organisers to identify best practices, Provide input on conference content planning, working closely with the Content team member, Keep detailed records and lead post-event evaluation, Develop a content strategy for the conference, aligned with the mission of effective altruism, collaborating closely with the Team Lead, EAD and CEA, Curate an agenda that includes talks, interactive workshops, networking sessions, and an organisation/opportunity fair, Identify academics, practitioners, and other potential speakers who can contribute valuable insights to the conference and serve as a single point of contact, Collaborate with speakers to refine their topics and presentations, ensuring clarity, impact, and alignment with audience expectations, Provide friendly and professional guidance and customer service to speakers, facilitators, and fair presenters on registration, logistics, or technical issues, Cooperate with the Volunteer Coordinator to identify volunteers and MCs to facilitate and moderate content sessions as needed, ensuring a smooth flow and engaging experience for participants, Work in tandem with the Communications team member to ensure consistent and effective messaging about speakers and sessions across all channels and materials, Nurture your connection with the effective altruism community to incorporate current topics, research findings, and discussions into the event content, Coordinate with the Production team member and venue staff to ensure technical needs for content delivery are met, Create and update event schedule in Swapcard, Review and make decisions on all attendee applications for the event, using our admissions systems hosted in Salesforce, Work closely with the Communications team member to ensure that all communications related to applying for and attending the event have the expected tone and professionalism, Coordinate with our funder, the Centre for Effective Altruism, and their Salesforce technical team to ensure every applicant’s admissions process is smooth, Monitor admissions data to provide insights on attendee demographics, preferences, and feedback for future event planning, Evaluate travel support requests and make judicious approval choices to optimise a limited budget, Handle sensitive situations with discretion, and maintain a commitment to equity and accessibility, Collaborate with the Communications team member to promote the conference and attract well-suited attendees, Manage the registration process for attendees during the conference, Develop and implement a comprehensive communications strategy for the conference, including community engagement, social media content, email campaigns, and promotional materials, Manage the conference’s social media profiles, ensuring regular engagement and community-building, Craft compelling narratives and messaging that align with the conference themes and values, Liaise with the Content team member, organisational partners and local organisers within the EA community, and potential sponsors to coordinate announcements and promotion efforts, Oversee the production of all conference-related digital communication (mainly Swapcard & Attendee Guide) and in collaboration with the Production team member, all physical materials, including signage, Define volunteer positions, job duties, and schedules with the Production team member, Recruit an engaged volunteer team of ~60 people via the application system, grouped into 4 teams with dedicated functions, Recruit trusted volunteer leads to whom management of volunteer teams can be dedicated, Assign volunteers to teams and shifts based on skills, abilities, and experience, Manage all correspondence with volunteers, ensuring messaging is consistent with external comms and branding, Prepare and deliver on-site training to volunteers, Coordinate the volunteer team during the event, ensuring reliable oversight alongside volunteer team leads, Contribute to a culture of 'collective growth' by showing appreciation for and offering helpful feedback to volunteers, by planning volunteer appreciation activities and ensuring they are being thanked at the end of the conference, Work closely with Team Lead to develop and oversee the logistical plan for the entire conference, including pre-event planning, on-the-day execution, and post-event breakdown, Liaise with the Content team member to align on event schedule and logistics, support them with your input on venue capabilities and technical needs of speakers, Source, negotiate with, and manage relationships with vendors and service providers, potentially engage sponsors for the event, Collaborate with Communications team member, with input from team, on merchandise design; source and order merch and inventory, Coordinate with the venue and oversee contractors to ensure all conference spaces are set up according to the requirements for talks, workshops, and networking events, Oversee the setup of audio/visual equipment, catering, signage, and any other event essentials; collaborate with the Communications team member on signage and other needs as relevant, Oversee the breakdown of the conference on Sunday evening and Monday throughout the day, Collaborate with the Volunteer Coordinator to ensure setup, AV and breakdown tasks are appropriately assigned to volunteers, Track our event materials in storage, ensure their transport to and from the event venue, coordinate the storage contract for another year, Track all production expenses to ensure financial efficiency, and that the event falls within budget, Implement risk management plans to cover health and safety, emergency response, and contingency planning
