2018 – Application for Organizer Team Member


In the past, Women’s Health Conference has been managed by dedicated group volunteers that plan and organize all the details of the event. Planning starts months in advance with monthly or bi-weekly meetings and time allocated outside of meetings. We commit ourselves to be able to give attendees a fun day.

In return what all of us get in return are lifelong friends and a look into what it takes to organize a successful event with 300+ attendees.

There are 9 roles below, which means there’s a lot of opportunities to help and lead on a variety of initiatives. Some roles may be handled by more than one person so you are encouraged to apply to all roles that you think suit you best. You will be given guidance along the way by experienced volunteers who have done this in the past.

General requirements for all roles:

  • Reliable, self-driven, and motivated.
  • Ability to meet deadlines is crucial for a smooth planning process.
  • Working knowledge of Google Drive suite
  • Time commitment of min 5 hours a week and 10-15 hours a week as we get closer to event day.

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The roles are as follows, and the responsibilities and requirements of each are listed below:

The primary responsibility of the Sponsorship Coordinator is to effectively manage all components and assist in coordinating the conference elements required to produce successful and profitable meetings and conferences.

Every year we recruit sponsors for our events and allows vendors to showcase products and services during the event.

Reporting directly to the Sponsorship Department Lead, the Sponsorship Coordinator responsibilities will include but not be limited to:

Duties and Responsibilities

  1. Creates and updates collateral (brochure/flyers for sponsors).
  2. Collaborate with Graphic Designer and Website Developer to ensure sponsor’s logo and business name advertised as per sponsorship package.
  3. Creates compelling content and contacts local businesses.
  4. Recruits event day sponsors and manages tiers of service relationship.
  5. Creates contracts for businesses/sponsors.
  6. Updates Program/Project Manager on forecasted sponsorship opportunities.
  7. Works with Event Logistics Coordinator to determine event day requirements.

Skills and Qualifications

  1. Sets sponsorship goals and develops drive
  2. Ability to work well with others while taking feedback from the team.
  3. Self-driven and able to manage workload while informing team members about resource allocation.
  4. Strong public relations, teamwork, and organization skills
  5. Strong interpersonal, project management skills
  6. Past experience or involvement in campus-related leadership initiatives an asset
  7. Proficiency in Microsoft Office Suite products, Google Calendar, Google Drive, Google Hangout and WhatsApp application
  8. Solid problem-solving skills and high attention to detail
  9. Able to meet deadlines and achieve results consistently
  10. Detail oriented and creative
The primary responsibility of the Ticketing System Coordinator is to effectively manage all components and assist in coordinating the conference elements required to produce successful and profitable meetings and conferences.

WHC makes extensive use of a ticketing software built on the main website. Over the years we have optimized the processes so that our members have the best experience possible when purchasing tickets.

Reporting directly to the Sales Department Lead, the Ticketing System Coordinator responsibilities will include but not be limited to:

Duties and Responsibilities

  1. Creates and manages the online system.
  2. Determine improvements to ticket and donation checkout processes.
  3. Updates content based on new information (maps, timing, instructions for attendees, etc).
  4. Works with Email Marketing Coordinator and Fundraising Coordinator to determine timelines for campaigns.
  5. Create Promo code when needed
  6. Provide a report on a weekly basis on ticket sales

On-Site Event Staff

  1. Keep Project Plan materials up to date
  2. Be responsible for ensuring all necessary waivers and documentation is completed
  3. On-site assistance will be required and scheduled as needed
  4. Supervise and motivate team members
  5. Resolve conflicts quickly and professionally
  6. Provide feedback on staff performance to Sales Department Lead and senior management

Skills and Qualifications

  1. Good eye for aesthetics and attention to detail.
  2. Established knowledge of WordPress best practices and industry standards
  3. Ability to work well with others while taking feedback from the team.
  4. Self-driven and able to manage workload while informing team members about resource allocation.
  5. Strong public relations, teamwork, and organization skills
  6. Strong interpersonal, project management skills
  7. Past experience or involvement in campus-related leadership initiatives an asset
  8. Proficiency in Microsoft Office Suite products, Google Calendar, Google Drive, Google Hangout and WhatsApp application
  9. Solid problem-solving skills and high attention to detail
  10. Able to meet deadlines and achieve results consistently
  11. Detail oriented and creative
The primary responsibility of the Graphic Designer is to effectively manage all components and assist in coordinating the conference elements required to produce successful and profitable meetings and conferences.

The Graphic Designer is a key role which creates the public visual brand for WHC. Between flyers, social media campaign, and websites, there are a lot of opportunities here.

Reporting directly to the Marketing Department Lead, the Graphic Designer responsibilities will include but not be limited to:

Duties and Responsibilities

  1. Design collateral for print and online (direct mail, event signage, brochures, newsletter, web banners, video)
  2. Design 2018 flyer, social media graphics
  3. Review deliverables for consistent messaging and accuracy

On-Site Event Staff

  1. Keep Project Plan materials up to date
  2. Be responsible for ensuring all necessary waivers and documentation is completed
  3. Ensure Safety training is completed for all staff and documentation on file
  4. Maintain inventory and distribution of supplies needed
  5. On-site assistance will be required and scheduled as needed
  6. Supervise and motivate staff
  7. Resolve conflicts quickly and professionally
  8. Provide feedback on staff performance to Marketing Department Lead and senior management

Skills and Qualifications

  1. Prior experience in graphic design is a requirement for this role
  2. Good eye for aesthetics and attention to detail
  3. Established knowledge of graphic design best practices and industry standards
  4. Ability to work well with others while taking feedback from the team.
  5. Self-driven and able to manage workload while informing team members about resource allocation.
  6. Strong public relations, teamwork, and organization skills
  7. Strong interpersonal, project management skills
  8. Past experience or involvement in campus-related leadership initiatives an asset
  9. Proficiency in Microsoft Office Suite products, Google Calendar, Google Drive, Google Hangout and WhatsApp application
  10. Solid problem-solving skills and high attention to detail
  11. Able to meet deadlines and achieve results consistently
  12. Detail oriented and creative
The primary responsibility of the Email Marketing Coordinator is to effectively manage all components and assist in coordinating the conference elements required to produce successful and profitable meetings and conferences.

Reporting directly to the Marketing Department Lead, the Email Marketing Coordinator responsibilities will include but not be limited to:

Duties and Responsibilities

  1. Create and maintain email list subscribers and follow a monthly email calendar
  2. Increase WHC Ticket Sales via efficient email messaging
  3. Increase WHC Fundraising and Sponsorship via efficient email messaging
  4. Devise strategies to grow and improve email list while keeping costs at a minimum
  5. Work hand in hand with Community Outreach Coordinator to ensure emails are collected in the most efficient manner during outreach events
  6. Ensure that WHC is compliant with Canada’s Anti-Spam Legislation (CASL)
  7. Use technology to automate email management

On-Site Event Staff

  1. Keep Project Plan materials up to date
  2. Be responsible for ensuring all necessary waivers and documentation is completed
  3. Ensure Safety training is completed for all staff and documentation on file
  4. Maintain inventory and distribution of supplies needed
  5. On-site assistance will be required and scheduled as needed
  6. Supervise and motivate staff
  7. Resolve conflicts quickly and professionally
  8. Provide feedback on staff performance to Marketing Department Lead and senior management

Skills and Qualifications

  1. Prior experience with marketing software or willing to learn.
  2. Experience with MailChimp or any other email management platform
  3. Strong public relations, teamwork, and organization skills
  4. Strong interpersonal, project management skills
  5. Past experience or involvement in campus-related leadership initiatives an asset
  6. Proficiency in Microsoft Office Suite products, Google Calendar, Google Drive, Google Hangout and WhatsApp application
  7. Solid problem-solving skills and high attention to detail
  8. Able to meet deadlines and achieve results consistently
The primary responsibility of the Social Media Coordinator is to effectively manage all components and assist in coordinating the conference elements required to produce successful and profitable meetings and conferences.

Reporting directly to the Marketing Department Lead, the Social Media Coordinator responsibilities will include but not be limited to:

Duties and Responsibilities

  1. Lead the Facebook advertising, marketing, branding and fundraising efforts and craft/post articulate content.
  2. Work with Program/Project Manager to ensure that WHC promotes its brand via Facebook
  3. Work with all teams to ensure that they’re able to communicate their message via facebook (For example: Work with Volunteer Service Team to plan volunteer recruitment posts, with sponsorship coordinator to ensure that WHC fulfills its advertising duties as per the sponsorship agreement, etc.)
  4. Create a monthly facebook/Instagram/twitter publishing calendar.
  5. Respond to all social media messages
  6. Design, create and manage promotions and social ad campaigns
  7. Stay current with social media trends and tools
  8. Continue to refine and define our facebook/Instagram/twitter marketing process
  9. Oversee facebook page design (timeline cover, profile pic, layout, etc..)
  10. Manage efforts in building online reviews and reputation
  11. Analyze key metrics and tweak strategy as needed

On-Site Event Staff

  1. Keep Project Plan materials up to date
  2. Be responsible for ensuring all necessary waivers and documentation is completed
  3. Ensure Safety training is completed for all staff and documentation on file
  4. Maintain inventory and distribution of supplies needed
  5. On-site assistance will be required and scheduled as needed
  6. Supervise and motivate staff
  7. Resolve conflicts quickly and professionally
  8. Provide feedback on staff performance to Marketing Department Lead and senior management

Skills and Qualifications

  1. A third of WHC’s ticket sales and a good portion of the fundraising success comes from Facebook, which means this role requires someone that is reliable, self-driven, motivated Individual able to meet deadlines.
  2. Prior experience managing social media campaigns or facebook pages.
  3. Strong public relations, teamwork, and organization skills
  4. Strong interpersonal, project management skills
  5. Past experience or involvement in campus-related leadership initiatives an asset
  6. Proficiency in Microsoft Office Suite products, Google Calendar, Google Drive, Google Hangout and WhatsApp application
  7. Solid problem-solving skills and high attention to detail
  8. Able to meet deadlines and achieve results consistently

APPLY NOW