Conference Coordinator

**Location**: Halifax/Kjipuktuk, Nova Scotia

**Contract Hours**:Up to 400 hours

**Contract Dates**: July-October 2025; some evenings and weekends will be required

**Rate of Compensation**: $30/hr (plus applicable taxes)

**Application Deadline**: July 1, 2025

LAMNS is seeking a skilled and organized Conference Coordinator to support the successful planning and delivery of the 2025 LAMNS Conference in Halifax/Kjipuktuk from October 2-4, 2025. The conference will be held across multiple venues - principally the Halifax Central Library, Museum of Natural History, and Nova Scotia Archives - and is expected to welcome 200-250 attendees.

This is a contract position, not to exceed 400 hours, with a flexible schedule and peak activity in the weeks prior to, and during, the conference.

**Conference Coordinator Duties and Responsibilities**:
Pre-Conference:

- Attend all LAMNS Conference Planning Committee meetings via Zoom and additional meetings with Co-Chairs and sub-committees, as needed
- Develop and manage planning timelines and event checklists
- Coordinate logistics across all venues in partnership with on-site staff
- Work with Co-Chairs to hire an AV company and facilitate AV set-up at various venues
- Work with Conference Co-Chairs to book and coordinate all catering including adaptations for dietary needs
- Serve as the main point of contact for speakers and presenters including collecting bios, presentation materials, technical requirements, and accessibility accommodations
- Communicate conference timelines and deliverables clearly with conference team, presenters, sponsors, volunteers, and partner organizations
- Maintain accurate records including presenter information and attendee registration
- Assign jobs to volunteers and event teams for conference days
- Create, print, and distribute event materials such as on-site scripts, landing slides, programs, name badges, signage, and post-event surveys
- Other duties as required

During the Conference:

- Oversee operations across all venues ensuring smooth coordination between sites
- Serve as primary point of contact for venue staff, presenters, sponsors, and volunteers
- Oversee on-site logistics at all sites including registration desks, refreshment areas, signage, and session transitions
- Facilitate speaker readiness, ensuring presentations are loaded, technology is tested, and all presenters’ needs are met
- Monitor and trouble-shoot tech set-up for presentations and workshops in conjunction with the staff of the venue/site
- Communicate in real time with the conference team across venues via group chat
- Liaise with caterers for breaks and receptions
- Oversee evening reception and awards banquet including arrival logistics, set-up, guest check-in, and event flow
- Respond quickly to emerging issues such as missing cords, lost items, or accessibility needs with real-time problem solving
- Represent the organization professionally, providing warm and helpful presence to speakers, attendees, partners, and sponsors

Post-Conference:

- Post-conference follow-up and final reporting including conference statistics, issues, success, feedback from participants, and recommendations for future conferences

**Qualifications**:

- Proven experience in event planning and/or conference coordination, ideally, multi-site events
- Excellent organizational and time-management skills, with the ability to manage multiple tasks and deadlines simultaneously
- Strong interpersonal and communication skills, both written and verbal
- Comfortable working collaboratively with committees, volunteers, and stakeholders
- Ability to take initiative, problem-solve in real time, and adapt to changing circumstances
- Proficiency with Zoom, Google Workspace, Microsoft Office and social media platforms
- Experience coordinating venue logistics, AV, and catering
- Experience managing event publicity and communications
- Familiarity with accessibility needs and inclusive event-planning practices
- Ability to remain calm and professional under pressure, especially during live events
- Detail-oriented with demonstrated ability to follow-through and with recordkeeping
- Willingness to work some evenings and weekends during and around the conference
- Experience in the cultural, heritage, and/or non-profit sector is an asset
- Local travel required - ability to travel between multiple venues during the conference

**How to Apply**:
**Please send a cover letter and resume by July 1, 2025.**

**Job Type**: Fixed term contract
Contract length: 4 months

Pay: $30.00 per hour

Flexible language requirement:

- French not required

Work Location: In person

Application deadline: 2025-07-01
Expected start date: 2025-07-15