Conference Planner, SAR Network Global Congress

Posted September 20, 2019

Scholars at Risk (SAR) is seeking a highly-motivated, detail-focused, flexible and team-oriented individual to manage planning, delivery and follow-up to the 2020 SAR Global Congress, a large-scale, multi-institution biennial event that brings together up to 300 representatives of SAR network members, faculty, staff, students, partners and guests to share best practices and to generate opportunities for scholars to continue their work in safety. The 2020 Congress will be held from March 25-28, 2020 in Washington D.C. and Baltimore.

The position reports to the Executive Director. The Conference Planner is an important member of SAR’s collegial team and an essential contributor to SAR’s success in its mission of protecting at-risk individuals, preventing future violations, and promoting everyone’s freedom to think, question and share ideas.

Please note this is a fixed-term role through August 31, 2020, subject to renewal.

Principal Duties

  • Serve as the Scholars at Risk’s events planner responsible for planning, organizing, and developing the 2020 Global Congress, which is expected to bring together over 300 university, government, and nonprofit executives, faculty, staff, and scholars from over 30 countries. Identify and inspect meeting sites and negotiate contracts with hotels and related vendors. Oversee annual meeting registration and generate regular reports and analysis on the progress of conference registration. Prepare signage, organize catering, and manage temporary help and volunteers. Partner with SAR staff on planning and execution of all conference sessions and production of meeting program and invitations.  Exercise discretion and good judgment in corresponding with members regarding any inquiries, complaints or suggestions regarding events and meetings. Participate in ongoing strategic planning and implementation of action items. Manage budget and review and approve expenses for events and meetings; partner with Development Officer on fundraising needs.
  • Collaborate with staff to produce office communications materials and promotional/ publicity materials (social media, e-blasts, newsletters, printed programs, post-event reports, etc.) through researching, writing, soliciting, editing and compiling materials, conceptualizing design, establishing deadlines, and overseeing layout and general production. Work with the communications team to ensure wide promotion of events, accurate newsletter, blog, social media and Web reporting of events, and use of visual identity of SAR.
  • Manage an array of pre-planning and day-of logistics related to the Global Congress. Oversee registration processes and manage conference-specific websites. Organize pre-Congress and Congress meetings and receptions, including Courage to Think Award Dinner. Research and prepare briefing materials for participants. Work closely with SAR’s outside conference planning consultant on logistics, registration, catering, event production including audiovisual needs, shipment coordination, day-of execution, and post-conference wrap-up. Organize on-site volunteers and staffing; troubleshoot as needed. Oversee travel management and visa research for international attendees and guests.
  • Manage planning post-2020 Congress. Organize the call for proposals from prospective host-partners for the 2022 Congress, including responding to inquiries, receiving and vetting proposals, coordinating the review and selection process, and announcement of the host/location at the 2020 event. Analyze and track event statistics (attendance, costs, crowd control measures, etc.) and prepare reports for supervisor recommending changes to existing programs.

Position Qualifications

Required Experience

2+ years or relevant experience or equivalent combination of education and experience. Must include experience planning and managing large-scale events, supervising outside consultants and vendors, organizing staff, preparing materials, and managing budgets.

Required Knowledge, Skills and Abilities

Excellent attention to detail, flexibility, initiative, problem-solving, oral and written communication, and organizational skills. Excellent interpersonal and skills, especially in a cross-cultural setting. Ability to collaborate effectively with others in support of the organization’s mission. Ability to exercise good judgment and to handle sensitive information in a discreet, professional manner. Ability to manage workloads, deadlines, and responsibilities with limited supervision. Proficiency in standard office and office productivity software.

Preferred Experience

1+ years of media, marketing or event-related communications experience.

Preferred Knowledge, Skills and Abilities

Familiarity with conference logistics including registration, travel, room set-ups, branding, and communications. Must be well versed in quality data collection to ensure adequacy, accuracy and legitimacy of data in NYU systems and be able to strictly follow data privacy and security procedures for data handling and analysis to ensure adherence to legal and institutional standards.

How To Apply

PLEASE APPLY IMMEDIATELY (no phone calls or email inquiries, please) via NYU’s Interfolio application portal at Please include, in a single PDF document, if possible, (1) a letter of interest, (2) resume, (3) list of references or letters of reference, and (4) a brief, unedited writing sample. Please use “Conference Planner, [YOUR LAST NAME]” as the file name. Applications accepted on a rolling basis until the position is filled.

SAR is an equal opportunity employer. SAR does not discriminate due to age, race, color, creed, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, disability, unemployment status or any other legally protected basis, and to the extent permitted by law. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply. (Regrettably, SAR is not able to sponsor work-eligible visas for these positions.)

In Categories: Career Opportunities