Mass History Conference and Mass History Commons Logistics Coordinator
The Mass History Alliance, a volunteer-run organization, is looking for an energetic, reliable, independently working, personable, detail-oriented, flexible, and somewhat IT-savvy contractor to manage the logistics of the 2023 in person Massachusetts History Conference and the online MHA Conversations on the Commons during the spring and fall.
The job starts as soon as we can all make it but March 1 at the latest. Earlier is better. The current coordinator will be available to help train. The coordinator largely gets to set their own hours, except for some meetings and the conference day.
Here is a description of the various tasks this miracle of a person is asked to take on:
Job Description
- Manage the logistics and PR concerning the conference organizing committee, the program and the day of the 2023 Mass History Conference, to be held in person and/or online on the first or second Monday of June, 2023. The title will be conference coordinator.
- During October, November, December, and January, the hours are fairly minimal
- The bulk of the hours are spent in the months February-June, culminating in the conference itself on June 5th or 12th, 2023 *depending on venue availability.
- The number of hours billed are not to exceed 390 without prior approval.
Professional duties to be performed include, but are not limited to:
- Administering and managing statewide local history conference per the conference task list (below), adjusting the task list to an online and in person conference, including:
- Managing/coordinating the organizing committee starting October 1, 2022. Includes setting meetings, agendas, running meetings, taking notes, sending out follow up assignments
- Following up with all confirmed presentersand serving as main point-of-contact
- Working with IT to update and maintain conference webpages, forms, and sponsorship listings (sponsor logistics, online conference presence)
- Supervising PR/Outreach and Awards subcommittees; publishing PR via website, social media, and email as needed
- Organizing the day itself, including work with conference venue, pulling together all logistical details such as room assignments, signs, tasks for interns, assigning tables for the MAss History Commons, collating registration envelopes
- Creating conference programs for both print and the MHA website
- Planning the schedule for the day, including session time placement, meal selection and ordering, organizing all volunteer workers for the day, and coordinating logistics with the conference site manager
- Managing conference registration (including troubleshooting and processing discount and comp registrations)
- Supervising interns, and graduate assistants
- Organizing the Mass History Commons tabling area
- Preparing registration packets and other conference signage and materials
- Managing the day itself Including on-site arrival at least 90 minutes prior to registration opening, and staying through cleanup
- Managing evaluation process: creating and sending out conference evaluations, then producing evaluation summary and follow-up reporting
- Submitting, every other week, a brief status update/report in list form to the cochairs of the conference committee.
- 2023 Conference Master Timeline
B. Managing logistics for MHA’s Mass History Commons organizing committee and Conversations on the Commons events. Duties include:
- Coordinating the committee and keeping notes
- Coordinating Conversations on the Commons logistics, including creating zoom meetings and eventbrite registration
- Setting up and sending out PR on website, social media, email, and listserv
- Collecting data on events and participants
- (Technically only) hosting COTC Zoom events.
- Creating, managing, and revising Commons logistics workflows and documentation in Google Drive , Eventbrite, MailChimp, and the Commons website.
About 10 hours per month for February, March, September, October, with fewer hours in months when there is one Conversation on the Commons events (January, July, November, December) or no committee meetings ( April, May, June, August). About 75 hours per 6-month period.
Please send your cv or resume along with a letter and references to Pleun Bouricius, President, Mass History Alliance, pleunbouricius@gmail.com.
Compensation $20-$30/hour depending on experience.