Conference Coordinator

The Massachusetts Service Alliance (MSA) seeks a consultant to plan, coordinate, and execute workshops and programming as part of the 2026 Massachusetts Conference on Volunteerism, ensuring high-quality content, smooth logistics, and an engaging experience for attendees.

Key Responsibilities:

Workshop Planning

• Define workshop theme in collaboration with MSA’s External Affairs and Volunteer Initiatives teams.
• Develop and manage a workshop schedule, including timelines and session durations.
• Assist in selecting relevant workshop topics based on attendee interests and conference themes.

Speaker Management

• Help identify keynote speaker and/or panel speakers.
• Identify, invite, and confirm workshop facilitators.
• Coordinate communication and logistics for all workshop presenters.
• Work with presenters to refine session content and descriptions.
• Gather bios, headshots, and presentation materials in advance.

Logistics Coordination

• Reserve workshop rooms and ensure appropriate setup (A/V, seating, signage).
• Coordinate workshop supplies and technology needs.
• Ensure compliance with venue requirements and safety protocols.
• Work with the External Affairs team on any accommodations requested.

Attendee Engagement

• Manage workshop registrations and attendee lists.
• Prepare workshop materials, handouts, and evaluation forms.
• Provide onsite support to ensure a smooth experience.

Marketing & Communications

• Coordinate with the External Affairs team to promote workshops via email, social media, and the conference webpage.
• Ensure workshop details are updated in all promotional materials and programs.

Budget Management

• Track expenses and report to the External Affairs team.

Evaluation & Reporting

• Collect and analyze participant feedback.
• Prepare a post-event report summarizing workshop attendance, feedback, and recommendations for future conferences.

Total Hours: MSA anticipates this contract being 200-240 hours assuming an average of 10 hours/week for up to 24 weeks.

Resources: The anticipated budget for this project is $20,000–$24,000. However, applicants are encouraged to propose a budget they believe is appropriate based on their approach and project requirements. MSA will also support reasonable travel expenses with prior approval and documentation. MSA plans to structure payments based on project milestones – paid in three installments – developed in collaboration with the selected consultant.

Deliverables:

• Final list of confirmed workshops and facilitators, along with bios for conference materials
• Workshop schedule and room assignments, noting AV needs in each room
• Workshop materials and presentations
• Budget report
• Post-event evaluation and summary report

Qualifications:

• Proven experience in event or workshop planning
• Excellent communication and organizational skills
• Ability to manage multiple tasks and deadlines
• Familiarity with conference tools (registration platforms, A/V, Zoom, etc.)
• Ability to work independently and with cross-functional teams
• Ability to be on-site the day of the conference and in MSA office the days leading up to the conference.

Application Instructions:

Individuals interested in applying to this consulting opportunity should provide a written project proposal to Lindsay Rooney at [email protected] as soon as possible, with priority given to responses received by Wednesday, December 10.   At minimum, proposals must address the following:

• Your background and knowledge in the field of service and volunteerism
  • If applicable, any additional individuals that would be involved in this project and their relevant background and experience
• Previous experience being involved on similar projects
• Statement of your understanding of the work to be performed
• Proposed timeline to complete the work
• Proposed fee structure
• References and contact information from at least two clients for whom you have done comparable work