Conference & Advocacy Day Manager

Arts Alliance Illinois seeks an independent contractor in or near the Springfield, IL area to lead event logistics for our upcoming One State 2023 Conference. Learn more and apply using the form below.

Questions? Reach out to Kacie Smith, Director of Programs, at smith@artsalliance.org.

More interested in the look of the conference? We’re also looking for a Graphic Designer.


Conference & Advocacy Day Manager

Dates:  November 2022 – Late April/Early May 2023
Budget: $7,500 – $9,000 (please attach a quote for your services)

This is a contract position.

Description: Arts Alliance Illinois is looking for a Conference & Advocacy Day Manager who will ensure a smooth and orderly experience for all staff, volunteers and attendees, and be the onsite point person for presenter management, attendee registration and check-in, and all onsite logistics. The Conference will last 1 day and we anticipate 4-5 sessions and 150-250 attendees.   The Conference Manager must be present in Springfield, Illinois for the entirety of the conference.

The Conference & Advocacy Day Manager will report to Kacie Smith, Director of Programs at Arts Alliance Illinois.

Expectations

Venue Management

  • Serve as the point person for local conference venues, including securing the capitol building rotunda, regarding catering/hospitality, audio/visual, other technical needs, and disability accommodations.

Transportation Management

  • Serve as the point person for all conference transportation needs and vendors including potential shuttle services and providing maps and directions for attendees.

Presenter and Artist Management

  • Coordinate travel, accommodations, general hospitality, and technology requirements for conference presenters and artists.
  • Ensure compliance and accommodation for conference presenters and artists with disabilities.
  • Coordinate payment for conference presenters with the One State leadership team.

Attendee Management

  • Working with the One State Leadership team, serve as the point of contact for attendees regarding travel, accommodations and the conference experience.
  • Ensure accommodations for conference attendees with disabilities or those requiring unique support.

Onsite Management

  • Assess all signage and paperwork needs for the conference and communicate those needs to the Program Director and Graphic Designer.
  • Oversee and train all conference volunteers to ensure conference sessions move smoothly and punctually.
  • Oversee all aspects of onsite conference registration and check-in.
  • Ensure venues are properly equipped and set up for different sessions (including chair and table configurations) and Presenters have all the materials they require for their sessions.
  • Serve as point of contact for conference vendors, and work with One State Leadership team to secure local vendors when applicable, including:
    • Conference presenters, artists, and interpreters
    • Hotels and conference venues
    • Transportation
    • Printers
    • Technical and logistical staff
    • Photographers
    • Videographers

Advocacy Day

  • Handle general venue needs, including seating, audiovisuals, and other technical and logistics.
  • Confirm and organize catering for the event
  • Confirm and fill technical rider for artistic performance(s)
  • Handle Capitol building logistics:
    • Confirm reservation of capitol building’s Rotunda
    • Serve as liaison between the capitol building and Arts Alliance Illinois.
    • Serve as point of contact for the venue / reservation on the day-of

This is a contract position from November 2022 to late April/early May 2023. Due to the nature of the project, we expect there to be a much lighter workload in the beginning of the contract term and a much heavier workload in the 6-8 weeks leading up to the conference date.

Milestones
Fees will be paid in two equal installments, according to the following milestones.

  • Upon signing the contract and receipt of invoice and w9.
  • When the conference is completed.

If you are interested in being considered, please submit a bid using the form below.

This program is partially supported by a grant from the Illinois Arts Council Agency.

What is One State?


One State is the only statewide arts conference in Illinois, bringing together leaders, practitioners, artists and administrators from all disciplines and from all across the state. This conference traditionally happens every other year, and moves to different host cities across Illinois. This year’s conference is in Springfield, Illinois. The conference is led and supported by Arts Alliance Illinois and the Illinois Arts Council Agency.