World Congress and Events Director

Job Offer Information

City
Montreal
Country
Canada
Department/Unit
International Political Science Association (IPSA)
Application Deadline
Job Description

Position Title: World Congress and Events Director
Location: Downtown Montreal, Quebec, Canada
Duration: Full-time (35h/week)
Starting Date: December 3, 2018

Company Background:
The International Political Science Association (IPSA), founded under the auspices of UNESCO in 1949, is an international scholarly association. IPSA is devoted to the advancement of political science in all parts of the world. 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 has consultative status with the Economic and Social Council of the United Nations (ECOSOC), with the United Nations Educational Scientific and Cultural Council (UNESCO) and it is a member of the International Social Science Council and of the Global Development Network.

Position Summary:
The World Congress Director will represent and lead the World Congress and Events department – a team of 3-5 events specialists - within the IPSA organization. She/He will report to the Secretary-General and will be a member of the senior management team. On the Board of Directors, that person will report to the chair of the Congress Organizing Committee. She/He provides organization-wide leadership, strategic guidance and direction relating to the effective planning and execution of all IPSA’s congresses and  other events worldwide. That person will manage all aspects of IPSA’s international events with an experience in-house team and local Professional Congress Organizers.  The Director also represents the organization with its various partners and other strategic stakeholders at the highest levels.

Responsibilities:

Planning and Logistics

  • Manage the bidding process for future World Congresses and help secure a suitable venue at the location selected by the Bid Committee (IPSA Executive Committee)
  • Secure a suitable site for the Congress, located in the country selected by the nominating committee (IPSA Executive Committee)
  • Prepare detailed timelines, including all important Congress-related aspects: sites, suppliers, legal obligations, employee and volunteer recruitment
  • Produce and manage, with the accountant, the World Congress budget or other events
  • Review the venue contract based on IPSA’s needs and budget, and help negotiate the final contract up to signature
  • Ensure that the legal obligations relating to insurance, health and safety are respected
  • Prepare, research, review and negotiate the best possible terms of contracts for: Congress venue, audiovisual equipment, hotels and political aspects of major sponsors
  • Manage the site and coordinate caterers, kiosk designers, contractors, rental equipment, deliveries and freight container service for the shipping of goods to venue
  • Ensure that all required equipment is available (AV, WIFI Internet, Etc.)
  • Ensure adequate transportation for participants to and from the venue in case of need
  • Provide arrangements for parking, safety, First Aid and media
  • Negotiate, revise and manage contracts with hotels/residences, and ensure that the accommodation available to participants is reasonably priced and within a short distance of the Congress site
  • Coordinate the travel of IPSA employees, the Executive Committee and some participants to the event site
  • Liaise with the Communication, Promotion and Logistics Coordinator to promote the event
  • Liaise with the designers to create a logo for the event and organize the production of the printed program, posters, advertising, displays, signage and other requirements
  • Coordinate the suppliers, respond to customer requests and questions, and solve problems on the spot during the event to ensure it is running smoothly
  • Supervise the dismantling schedule after the event and ensure that the site is released within the time limit
  • Conduct an evaluation of the Congress after the event (including data entry and analysis of results and reporting for the IPSA executive Committee)
  • Liaise with the Chair(s) of the Program Committee and the Local Organizing Committee for the production of reports for the IPSA Executive Committee Meeting

Local Organizing Committee (LOC)

  • Liaise with the LOC on the presentation of the Opening Ceremony and Welcoming Reception
  • Collaborate with the LOC in form of monthly meetings regarding congress planning
  • Liaise with the LOC on tour arrangements to offer to delegates before, during and after the Congress
  • Ensure a liaison with program chair(s) and LOC for the production of comprehensive reports for the IPSA Executive Committee Meetings

Program

  • Supervise the editing and manage the production of the IPSA World Congress program
  • Work in collaboration with the program chair(s) and the World Congress Coordinator to prepare the World Congress program
  • Manage the participation of special guests and/or honorary speakers
  • Prepare the Panel schedule with the Chair(s) of the program committee
  • Prepare for special sessions, plenary meetings, receptions, ceremonies, Committee Meeting
  • Plan room layouts according to the program, scheduling panels, special sessions and other events
  • Liaise between the program Chair(s) and the local organizing committee to ensure their specific needs for the event
  • Liaise with the Communication, Promotion and Logistics Coordinator to ensure the selling of sponsorship, stand exhibition space to potential exhibitors
  • Liaise with the Communications, Promotion and Logistics Coordinator to establish a communication strategy and plan for the promotion of the World Congress worldwide
  • Supervise the availability of the program in the following formats: online, electronic, and mobile application

Website and Registration

  • Oversee the creation of a registration database, the registration process, in collaboration with the IT project manager and the World Congress and Event Coordinator
  • Manage the World Congress website and its content. Manage the submission, review and registration Processes. All in collaboration with the IT project manager and the World Congress and event Coordinator

Requirements:

  • Bachelor degree in Tourism, Marketing or any other related degree
  • A minimum of 10 years of relevant experience in event management, meeting planning or the hospitality industry
  • Strong financial and budget management experience and skills
  • Excellent knowledge of sales and marketing for congresses, meetings and events
  • Exceptional interpersonal skills & client service skills
  • Ability to develop effective working relationships with staff, peers, and industry colleagues/contacts in a team environment.
  • Superior analytical skills and capacity to implement innovative and creative projects
  • Proven ability to monitor and uphold high quality of service and products to both internal and external clients
  • Strong leadership skills with the ability to engage and motivate regular and temporary personnel
  • Able to think globally and work with various cultures/backgrounds
  • Demonstrated flexibility in adapting to a wide variety of tasks and functions
  • Excellent level of oral and written communication skills in French and English; additional language an asset
  • Availability and willingness to work a flexible schedule as well as to undertake extensive international travel as needed
  • IT skills an asset

Application Deadline: October 24, 2018

Application Process:

Please send applications to Adrienne Jung to adrienne.jung@ipsa.org, referencing the job title in the subject line and ensuring contact information is provided.

Address all cover letters to the following address:

Adrienne Jung
International Political Science Association
1590 av. Docteur-Penfield, SB-331
Montreal, QC H3B 1C5

We thank all applicants for their interest in IPSA. However, only applicants selected for an interview will be contacted.