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Symposium Coordinator – Request for Proposals

The Climate Center (CCP) seeks a consultant who will serve as a full service coordinator for its second annual symposium (http://staging-theclimatecenter.org/local-energy-symposium/). The symposium will be located in the San Jose area scheduled sometime in the first half of November, 2015, and is expected to attract approximately 350 people.

This is an opportunity to work with a dedicated and creative team on the most important issue of our time, our response to climate change. The Community Choice Energy movement is taking off across California and this conference will be designed to accelerate this initiative and support the people working in the field.


Major responsibilities include:

  • Develop a master symposium event plan with CCP Deputy Director
  • Coordinate and execute a communications/marketing plan with CCP Communications Director
  • Manage all planning and logistics necessary for a successful symposium


Other responsibilities include:

  • Vet venue options and negotiating details of final selection
  • Be the prime contact for venue management
  • Manage registration and online ticketing; CCP will set up an account (Eventbrite was used last year)
  • Manage food and drinks selection
  • Manage and oversee production of materials for the day, including signage, name tags, table decoration, swag, handouts
  • Plan for and manage technology to support the event
  • Manage volunteer recruitment and coordination
  • Manage in-kind product and service donation
  • Manage website including promptly posting new speaker information
  • Coordinate the design of the hard copy program with graphic designer provided by CCP
  • Manage accommodations and travel for speakers and other symposium guests
  • Manage expo hall for vender booths
  • Manage the budget for symposium expenses
  • Manage collection all sponsor and partner income and sponsor fulfillment
  • Assist with material design and distribution in coordination with CCP Communications Director
  • Manage all communications and acknowledgements to volunteers, speakers, sponsors and supporters
  • Produce a one to two page report on the outcomes of the symposium


Qualities and skills needed:

  • Highly organized and methodical
  • Self-starter and comfortable with working in an autonomous environment
  • Good project and time management skills
  • Dedication to the organizational mission
  • Upbeat, emotionally-intelligent, and helpful attitude
  • Skill and aptitude for information technology
  • Experience negotiating with vendors
  • Flexible and able to work long hours when need
  • Possession of a car or access to one
  • Possession of and proficiency with using a smart phone


Consultant should live in or near San Jose area, have a bachelor’s degree (a degree in hospitality or communications is a plus), a minimum of 5 years relevant work experience and experience organizing at least two conferences of 200 people or more. Consultant must carry general liability and auto insurance.

Envisioned time flow for consultant’s work:

  • Initial planning in late April and May – about 20 hours a week or less
  • Begin promotion in July – about 20 hours a week or less
  • Preparation to deliver November symposium – full time starting around October


Last year’s Symposium Coordinator is available for limited consultation to winning consultant. Last year’s work plan, budget and organizational documents will also be available. The Climate Center staff will be responsible for organizing the actual program.

Please submit a resume and proposal for how you would structure your plan and what you would charge to bvesser [at] staging-theclimatecenter.org by April 15th. No calls please.