Job Posting: Conference Registrar

 

The Council of Ontario Drama and Dance Educators (CODE) is seeking applications for the position of Conference Registrar. This call is specifically for Registration Services leading up to and including the 46th Annual Conference, 21-23 October 2016 in Niagara-on-the-Lake, Ontario, with potential to renew the contract for future conferences.

 

CODE is a non-profit professional association that promotes dance & drama education in schools and communities throughout Ontario, creating educational resources and connects educators, artists and community through workshops, on-line resources and most importantly our annual conference. (www.code.on.ca)

Our conference attendance averages 150-200 delegates, all of whom register in advance for up to 5 workshops. In addition, our Conference brings in upwards of 20+ Trade Fair Vendors and Conference Event Sponsors. All of these registrations need to be managed through a central Conference website, that handles workshop registration, conference registration and payment, and Trade Fair and Sponsorship registration.

The Conference Registrar’s Core Responsibilities will include:

  • Design and Maintenance of the Conference Website, which will include:

    • Conference content and information, including workshop and presenter descriptions, information about events and Keynote speakers

    • The capacity to make changes to the website in an efficient and timely manner

    • Delegate registration and payment (familiarity with PayPal is a necessity)

    • Workshop registration

    • Trade Fair and Sponsorship registration and payment

    • Dealing with issues that arise with registration and payments in a timely and efficient manner

  • Collaboration with the Conference Chair(s) and Board, which will include:

    • Collaborating on the design of the site

    • Posting all necessary materials to the site on an on-going basis

    • Making available to the Chairs and the Board information about delegate and vendor registration in a timely and efficient manner

  • Conference materials, which will include:

    • Generating lists of delegates for all Presenters

    • Generating official receipts for delegates

    • Generating delegate name tags, which will include, on the back, a delegate’s timetable for the conference

  • Conference Registration, which will include:

    • being available and on-site for the duration of the conference

    • Checking in delegates as they arrive

    • Register walk-up last-minute delegates on-site

  • Conference follow-up

    • Design and conduct, in collaboration with the Conference Committee, a post-conference survey of delegates

    • Provide a report for the Board on all of their activities over the course of the contract

The term of this contract is from the hiring date (early January 2016) to the end of post-conference period, usually mid- to late-November. The successful candidate must be available and on-site for the Conference in Niagara-on-the-Lake, October 21-23, 2016.

Compensation is negotiable, and is a combination of per-delegate costs and set negotiated fees.

The Registrar is expected to cover their own costs for accommodation at the conference, or may choose to commute to and from the conference site.

To apply for this position, please submit:

  1. A curriculum vitae with references

  2. Examples of your previous work (links to other websites and/or other digital copies of support materials)

Please submit all documents digitally to Sarah Papoff, president@code.on.ca by Friday, December 19th at 3:00 p.m. We thank everyone for their submissions, but only successful candidates will be contacted for an interview.