Join the 11th Asia-Pacific Space Generation Workshop (11th AP-SGW) Organizing Team!

SGAC is looking for motivated and committed volunteers to bring their expertise and knowledge to the organisation of the 11th Asia-Pacific Space Generation Workshop (AP-SGW) which will take place on November 15-16, 2025 in Mactan Cebu, Philippines. This year’s AP-SGW will be a side event to the 31st Session of the Asia-Pacific Regional Space Agency Forum (APRSAF-31) to be held on  November 17-21, 2025 in Mactan Cebu, Philippines.

The two-day regional workshop will bring together students, young professionals and industry representatives to engage and nurture the next generation’s perspective on space and scientific matters in the Asia-Pacific region. Participants will have the opportunity to interact with experts from academia, businesses and space agencies through plenary and panel sessions, keynotes and working group discussions. 

For the planning of this international event, we are looking for qualified and young space enthusiasts to join the organising team. All volunteers must attend virtual meetings and submit updates and assist with other teams as required.

Deadline for Applications: March 02, 2025

Role Descriptions

Program Team (4 to 5 positions)

The program team will be in charge of the creation and organisation of the workshop’s programme.

Responsibilities:

• Transmit the global vision of the organisation into concrete plans and activities for the event
• Define the working groups, their specific objectives and outline the global strategy for the working groups to accomplish these objectives
• Develop and prepare the event schedule together with the Event Managers
• Develop templates and standards for use in discussion groups and working groups
• Writing related reports and documents

Estimated time commitment: 3-5 hours a week on average (constant workload through the event organisation).

Communications Team (3 positions)

This team will support public relations and advertising activities pertaining to the workshop, working closely with the SGAC Public Relations (PR), the Communication Team and the Event Manager.

Responsibilities:

• Create and execute a social media and marketing plan to increase visibility in collaboration with the SGAC PR & Comms team – before, during, and after the event
• Ensure that our website is up to date by working with other teams (to identify new content required) and SGAC Web Team
• Writing press releases and social media communication.
• Coordinating media relations and advertising before, during and after the workshop.
• Designing brochures and presentation templates such as sponsorship packages, delegate handbook, etc

Estimated time commitment: 3-5 hours a week on average (constant workload through the event organisation).

Delegates Team (2 positions)

This team will support delegate related processes throughout the workshop including application, selection, communication before and after the Workshop.

Responsibilities:

• Prepare the call for delegates and support their selection
• Coordinate all contacts with delegates regarding the status of their application as well as any communication required leading up to, and during, the event
• Act as the point of contact for delegates issues/questions and quickly resolving concerns
• Manage and update channels for inter-delegate communication
• Creating a delegates’ database and handbook.
• Organise social events and pre-event activities (dinners, visits, …) together with the Logistics Team

Estimated time commitment: 3-5 hours a week on average (higher workload towards the end).

​​Sponsorships Team (2 to 3 positions)

This team will implement the sponsorship strategy defined by the Event Managers as well as reaching out to some local entities, most likely that would newly sponsor an SGAC event. 

Responsibilities:

• Collaborate with SGAC on sponsor outreach to conform with their procedures
• Identify potential sponsors from the space sector and elsewhere
• Develop the sponsorship kit to attract sponsors for the event
• Become the point of contact with some potential sponsors, according to SGAC partnership workflow
• Be an active part in  some of the necessary sponsor outreach and setting up agreements, according to SGAC partnership workflow

Estimated time commitment: 3-5 hours a week on average (higher workload at the beginning of the organisation).

Finance and Scholarship Team (1 position)

You are responsible for creating the overall budget of the event and supporting the Communication, Sponsors, Delegates and Logistics teams in terms of financial management. You are keeping the budget of the event up to date, in close relationship with the Treasurer team of SGAC and with the Event Managers. 

Responsibilities:

• Establishing a detailed budget plan for the overall event together with the Event Managers
• Ensure quotes validation and invoices submission to SGAC Treasurer and Chairs
• Regular meetings with SGAC treasurer (once a month)
• Coordinate with the SGAC Scholarships Team, Event Managers and the Sponsorhips team for scholarships, in case of any on top of Asia-Pacific Space Leader Award

Estimated time commitment: 3-5 hours a week on average (constant workload through the event organisation).

Logistics Team or Local Organising Committee (LoC) (3 to 4 positions)

This team will support the organisation of the logistics aspects of the workshop. At least two members of this team will have to be local volunteers residing in the Philippines until December 2025. 

Responsibilities:

• Liaising with responsible persons for room booking and set-up for the workshop.
• Organising gatherings/transport for the days of the workshop.
• Elaborating estimated budgets for different organisational phases of the workshop.
• Support with audio/video logistics (especially if online presence).
• Help managers set up the detailed schedule and responsibilities during the workshop.

Estimated time commitment: 3-5 hours a week on average (constant workload through the event organisation).

Necessary Qualifications

• SGAC membership: registration on the SGAC website and below 35 years of age.
• Being of one nationality of one of the countries from Asia-Pacific region or being a resident  of one of the countries from Asia-Pacificregion.
• Interest in the space and science sector.
• Ability to work in a fast paced, quick turnaround international environment and meet deadlines without compromising the quality of work.
• Good English skills with a keen eye for details.
• Good teamwork skills and a high degree of self-organisation.
• Cross cultural and communication awareness: ability to establish and maintain professional working relationships with people from various international and cultural backgrounds.
• Knowledge of SGAC and attendance and/or past organisation of SGAC events is a plus.

Benefits

• Develop highly desirable leadership skills.
• Opportunity to work with SGAC’s global sponsors and international space partners.
• Opportunity to receive discounts to attend SGAC events as SGAC team members.
• Successful applicants will also have the opportunity to enhance their management and team work skills through working with an international, interdisciplinary, and intercultural team.

How to Apply

To apply for any of these positions, please complete our Vacancy Application Form by 2nd of March 2025  (23:59 UTC) with the following documents as attachments:

• Resume (with date of birth) (limit 2 pages)
• Letter of Intent, detailing your suitability for the role (limit 1 page)
• List of three past experiences and how they have prepared you for this role.

Only complete applications will be considered.

If you have any questions, please contact our Event Manager Florence Pauline Basubas ([email protected]) and/or Deputy Event Manager Raynell Inojosa ([email protected]).

Application Timeline

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