Join the 3rd North, Central America and the Caribbean Space Generation Workshop Organising Team (NCAC-SGW)

SGAC is looking for motivated and committed volunteers to bring their expertise and knowledge to the organisation of the 3rd edition of the North, Central America and the Caribbean Space Generation Workshop (NCAC-SGW) which will take place in November 2021, in Los Angeles, California, USA.

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 North, Central American and the Caribbean 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.

Deadline for Applications: Extended 25 June, 2021.

Role Descriptions

Co-Event Manager  (1 position)

The co-Event Manager will be in charge of managing the different aspects of the event planning,  alongside the Event Manager.


  • Planning milestones and work such that the event can occur with correct scope, cost and schedule.
  • Providing tasks and support to the Organizing Team member.
  • Working with and reporting to the Event Coordination Team and Regional Coordinator.
  • Actively coordinating with all SGAC Team regarding the different activities (sponsors, website, data protection, scholarships, report, etc.).
  • Actively searching for sponsors and creating partnerships. 

Estimated time commitment: 3-5 hours a week on average.

Event Finance Team (1 position)

The Event Finance Team is responsible for the budget and financial tasks relating to NCAC-SGW and reports to the Event Manager. The ideal person will work closely with the SGAC Treasurer and Finance Team to ensure finance processes are consistent with SGAC norms.  This includes processes such as an up-to-date budget, handling invoices, quotes and payments. 


  • Work under the direction of the Event Manager to ensure the event budget is up-to-date and accurate
  • Ensure finance processes for the event is completed to SGAC standard procedures
  • Work with the SGAC Treasurer and Finance Team to prepare invoices, receipts, and payments
  • Work with the Event Manager on overall financial strategy of the event

Estimated time commitment: 3-5 hours a week on average

Programme Team (1 position)

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


  • Developing and preparing the program and the topics for the event.
  • Selecting moderators, speakers and coordinating with them for invitations.
  • Coordinating a cloud-based collaboration among team members.
  • Writing related reports and documents. 

Estimated time commitment: 3-5 hours a week on average.

Communications Team (2 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.


  • Writing press releases.
  • Coordinating media relations and advertising before, during and after the workshop.
  • Coordinating social media communication.
  • Coordinating with the Organising Team and other organisations on promotion.
  • Developing brochures and potential sponsorship packages for the workshop. 

Estimated time commitment: 3-5 hours a week on average.

Delegate Team (2 positions)

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


  • Coordinating all contacts with delegates, pre and post-selection.
  • Supporting the selection of delegates.
  • Being the point of contact for delegates on issues/questions.
  • Creating a delegates’ database. 

Estimated time commitment: 3-5 hours a week on average.

Logistics Team (2 positions)

This team will support the organisation of the logistics aspects of the workshop: event venue, gathering, social event program, closing dinner, etc.


  • Liaising with responsible persons for room booking and set-up for the workshop.
  • Organising gathering for the days of the workshop.
  • Organising social events (dinners, closing dinner, visits, etc.).
  • Finding hotels travel information for the guest speakers.
  • Elaborating estimated budgets for different organisational phases of the workshop. 

Estimated time commitment: 3-5 hours a week on average.

Local Organising Committee (LoC) (3 Positions)

The LoC will consist of several local volunteers (from Southern California). Members of the team will support the programme, delegate operations and logistical arrangements for the event.


  • Utilize local know-how and language in supporting the overarching NCAC-SGW team.
  • Interact with local supporters and partners for involvement in the programme (seek local sponsors and delegates).
  • Assisting with the local venue organisation and cultural information/functions (dinners, visits, etc.) for the Delegate Handbook.
  • Work closely with the Communications Team for the promotion of the Workshop.
  • Supporting with potential accommodation options.

Estimated time commitment: 3-5 hours a week on average.

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 the NCAC region or being a resident  of one of the countries from the NCAC region.
  • Interest in 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.


  • 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 member.
  • 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 this position, please complete our Vacancy Application by 25th June 2021 (23:59 GMT) with the following documents as attachments:

  • Curriculum Vitae (up to 2 pages) with Date of Birth, Citizenship and Current Residence.
  • Headshot photo.
  • A letter of Intent detailing your suitability for your preferred role (limit 1 page). 

Only complete applications will be considered.

Application Timeline

Application Open: 1 May 2021
Application Close: 25 June 2021
Review of Applications: 25 – 30 Jun 2021
Announcement of Results: 30 Jun 2021