In-person conferences
      Back to home
      1. Help Center
      2. Education
      3. In-person conferences

      What is the role of a local organizer?

      Below is a non-exhaustive list of a few of the tasks and responsibilities of a local organizer (full details will be provided in a further step). Organizers report to ProZ.com conferences staff at any of the stages and the latter will provide support to organizers whenever they need.

      Before the conference:

      - Budgeting and financial planning
      - Finding a suitable venue
      - Creating and maintaining the conference website
      - Developing the program
      - Communicating with attendees and speakers (answering e-mails, composing mailings, etc.)
      - Providing photos for conference website
      - Translating materials into the local language (conference page, mailings, visa invitation, etc.)
      - Preparing conference materials (printing, cutting and insert into name badges, folders, etc.)
      - Contact local companies for sponsorship opportunities at the conference
      - Promoting the event (local universities, professional organizations, organize local powwows, using online networks where ProZ.com Conferences are present, like LinkedIn, Facebook, etc.)
      - Providing information on travel and accommodations (maintain appropriate pages and forums)
      - Organizing social activities (pre-conference powwow, other social activities)
      - Miscellaneous (e.g. investigate options for day care facilities)

      During the conference: (whether a ProZ.com staff member is attending or not – the following are the responsibilities of the organizer)

      - Preparation – putting up registration desk/ProZ.com stand, hanging banners...
      - Coordinating with speakers, sponsors and guests (airport pick-up, etc.)
      - Helping with registration on day 1 to ensure an accurate final list of attendees (recruit volunteer helpers beforehand)
      - Operate or staff the ProZ.com stand
      - Liaising with non-English-speaking staff and attendees
      - Respecting the schedule – making sure sessions start and end on time, letting speakers know when their time is running out, making sure the transition between sessions goes smoothly, ensuring attendees leave/enter a room
      - Coordinating coffee breaks and meals with the hotel/catering company and coordinating with hotel’s technical staff, wait staff, etc.
      - Communicating and informing attendees of any ‘last-minute’ changes, in a visible spot (for example a whiteboard/paperboard at the coffee breaks spot, or at the ProZ.com stand, etc.)
      - Handling conference petty cash and keeping track of any expense/income made by cash or check to the organizer (examples of expenses: taxi fare for a speaker, or any unexpected small cash expense for the event – examples of income: attendees paying the conference fee with cash directly at the registration desk upon arrival, T-shirt sales, etc.)
      - Helping attendees with anything they need (tourist information, travel issues...)
      - Coordinating and organizing social activities (powwow, networking dinner, group picture, sightseeing...)

      After the conference:

      - Providing ProZ.com staff with full final accountancy and all receipts/invoices for expenses
      - Providing ProZ.com staff with the final list of attendees
      - Sending thank you e-mails to partners, sponsors, speakers and attendees
      - Post-conference analysis and feedback on improvements to conference materials for future organizers

      If you have any questions about the tasks please contact the Conference Coordinator.