Virtual Conference: Administrative Assistant

  • Manage conference registration process.
    • Set up the registration form within the technology platform. Make changes as needed.
    • Answer questions from attendees about the registration process.
    • Audit registration list on a periodic basis to ensure participants are registered correctly, paying attention to make sure exhibitors are registered as such, no students are registered, all breakout session speakers are registered, etc.
    • Reach out to those who have canceled registration to explain the cancellation policy. (see Conference Policies for specific policies). Send requests for cancellations to Executive Director for review.
    • Provide the Conference Committees with weekly registration updates via email. Updates should include: total registration by conference, total school registration, total employer registration, total sponsor and exhibitor companies registered. 
  • Assist with speaker logistics
    • Once speakers are selected, provide them with instructions for how to work with the technology platform to prepare for their event.
  • Set up event feedback within the technology platform, and provide the Conference Committee and speakers with a copy of the feedback for their sessions after the event.
  • Assist with sponsor and exhibitor logistics
    • Track sponsor and exhibitor registration within the event software, and note which companies have registered on the S&E Tracking document in Smartsheet.  
    • Follow up with companies after they register to provide them with instructions on how to set up their virtual booth within the technology platform.
    • Capture logos and other branding items from the sponsors that will receive overall event branding.
    • Add sponsor and exhibitor logos to conference web site, per the prospectus.
    • Assist the Executive Director with sponsor and exhibitor gifts and thank you notes, if used.