Conference Organizer

Overview

Terms of Reference (ToR) for Conference Organizer

Position: Conference Organizer

Location: St. Lucia (with potential regional coordination across the Caribbean)

Event Dates: 23-24 August 2025

Application Deadline: February 28, 2025

Contract Type: Short-term Contract (March to September)

About Helen’s Daughters

Helen’s Daughters is a women-centered agricultural organization based in St. Lucia, with operations in St. Kitts & Nevis and St. Vincent & the Grenadines. Recognized by BBC, National Geographic, and Forbes, the organization empowers women farmers through training, advocacy, and support, transforming agricultural communities across the Caribbean .

Scope of Work

The Conference Organizer will be responsible for the successful planning, coordination, and execution of a two day conference targeting 250-300 participants, ensuring a seamless and impactful experience for all participants. This role requires strong project management skills, the ability to work in a dynamic environment, and experience organizing high-profile, multi-stakeholder events.

Key Responsibilities

1. Event Planning & Coordination:

• Develop and manage a comprehensive event work plan, including timelines, milestones, and deliverables.
• Coordinate with internal teams, partners, vendors, and stakeholders.
• Organize venue logistics, catering, equipment rental, transportation, and accommodation as needed.

2. Program Development:

• Support the design and execution of the event agenda, including workshops, panels, networking sessions, and cultural activities.
• Work closely with Helen’s Daughters’ staff, Ambassadors, facilitators, and guest speakers to ensure smooth session delivery.

3. Stakeholder & Partner Engagement:

• Liaise with sponsors, exhibitors, and key partners to coordinate their participation.
• Manage relationships with government entities, NGOs, and corporate partners.

4. Logistics Management:

• Oversee event setup and breakdown, ensuring smooth on-site operations.
• Manage event registration, attendee tracking, and feedback collection.

5. Communications & Marketing:

• Collaborate with the communications team to promote the event through social media, press releases, and marketing materials.
• Ensure clear and consistent communication with participants before, during, and after the event.

6. Budget & Financial Oversight:

• Assist in budget planning and ensure cost-effective allocation of resources.
• Monitor expenses, manage vendor payments, and provide post-event financial reports.

Qualifications & Experience

• Bachelor’s degree in Event Management, Communications, Business Administration, or a related field.
• Minimum of 3 years of experience in event planning, preferably in the non-profit or development sector.
• Proven track record of managing large-scale events with diverse stakeholders.
• Strong organizational, multitasking, and project management skills.
• Excellent written and verbal communication abilities.
• Ability to work independently and as part of a team in a fast-paced environment.
• Familiarity with agricultural or gender-related programs is an asset.

Core Competencies

• Leadership and Team Coordination
• Strong Problem-Solving Skills
• Attention to Detail
• Budget and Resource Management
• Adaptability and Flexibility

Contract Duration & Deliverables

The contract will cover the pre-event, event, and post-event phases, including:

• Detailed event work plan and timeline
• Coordination of logistics and stakeholder engagement
• On-site event management (23-24 August 2025)
• Post-event report, including feedback analysis and recommendations

Application Process

Interested candidates should submit:

• A cover letter outlining relevant experience
• Updated CV
• Portfolio of previous event management work (if applicable)
• A detailed costing proposal outlining their fees and a breakdown of costs associated with the event organization.

Submit applications to: hr@helensdaughters.org

Deadline: February 28, 2025

Helen’s Daughters is an equal opportunity organization.

We strongly encourage applications from women, persons from agricultural backgrounds, and those passionate about gender equity and sustainable development.