Call for E-SGW 2025 Organising Team

SGAC calls volunteers from the European region

Join the 9th European Space Generation Workshop Organising Team (9th E-SGW)

SGAC is looking for motivated and committed volunteers to bring their expertise and knowledge to the organisation of the 9th European Space Generation Workshop (E-SGW) which will take place in between June and July 2025, in Toulouse, France.

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 European 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.

If you have any questions, you can reach out to the event managers for E-SGW 2025:

Clara Moriceau: ([email protected])

Tania Gres: ([email protected])

Deadline for Applications: 17th November, 2024.

Role Descriptions

Program Team (4 to 5 positions)

You will be in charge of creating a dynamic program of the event and the definition of working groups. Providing the best opportunity for delegates’ learning, networking and contribution as part of working groups is your priority.

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
• Identify potential speakers and moderators across the European space industry
• Coordinate invitations to the speakers and moderators
• Collaborate with the Delegates Team to compile the delegates handbook with relevant information about the working groups, event schedule, biographies of the speakers/moderators/panellists, tips on how to prepare for the event. 
• Develop templates and standards for use in discussion groups and working groups
• Attend virtual meetings and submit updates
• Assist with other teams where necessary
• Writing related reports and documents.

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

Communications Team (2 to 3 positions)

Creativity being at the heart of this team, you will communicate and promote the benefits of being involved in the event. You will prepare and implement a communications strategy to reach out to our target audiences, potential delegates and partners, working closely with the SGAC Public Relations (PR) and Communication Team and the Event Managers.

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 the Programs team (to identify new content required) and SGAC Web Team. The website creation is a point of further discussion, whether it will be supported or taken over by the SGAC Web Team.
• Research, develop, and execute a communications strategy for attracting delegates from new sources (universities, companies) 
• Write and edit press releases for social media platforms and the SGAC website, including live tweets and posts during the event
• Proofread and edit all written content and material, including sponsor outreach material and final reports
• Outreach during the event, by feeding the social accounts of the SGAC
• Attend virtual meetings and submit updates
• Assist with other teams as required

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

Delegate Team (2 positions)

This team will support delegate related processes throughout the workshop including application, selection, communication before, during and after the Workshop. You are the main point of contact to all delegates providing them with assistance and guidance.

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 (WhatsApp channel or other)
• Create the Delegates Database, keep it up to date, and compile metrics
• Support the online delegate registration process
• In collaboration with the Programs Team, compile the Delegates Handbook
• Coordinating ordering and logistics for giveaways together with the Logistics Team
• Organise social events and pre-event activities (dinners, visits, …) together with the Logistics Team
• Attend virtual meetings and submit updates
• Assist with other teams as required

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

Sponsor Team (2 to 3 positions)

You are responsible for implementing the sponsorship strategy defined by the Event Managers as well as reaching out to local entities, most likely that would newly sponsor an SGAC event. You will then implement the agreements to ensure requirements for sponsoring are met. For this, you will work closely with the Finance Team and Event Managers. Ideally, at least one person from this team should have good knowledge about local sponsoring entities in France (space and non-space).

Responsibilities:

• Collaborate with SGAC on sponsor outreach to conform with their procedures
• Identify potential local sponsors from the space sector and elsewhere
• Execute the sponsorship kit to attract sponsors for the event
• Become the point of contact with potential local sponsors 
• Be an active part in all the necessary sponsor outreach and setting up agreements
• Attend virtual meetings and submit updates
• Assist with other teams as required

Estimated time commitment: 3-5 hours a week on average with 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)
• Regular meetings with the Communication, Sponsors, Delegates and Logistics teams, as well Event Managers
• Coordinate with the SGAC Scholarships Team, Event Managers and the Sponsors team for scholarships, in case of any on top of European Space Leader Award
• Attend virtual meetings and submit updates
• Assist with other teams as required

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

Logistics Team (3 to 4 positions)

The smooth execution and maintenance of the event as well as the comfortable participation of invited speakers and delegates is your priority. You will therefore be in charge of coordinating the logistics of the venue, catering, hotel, social events and other aspects related to events management. Ideally, members of this team should live in Toulouse and/or speak French. 

Responsibilities:

• Elaborate estimated budgets for different organisational phases of the event in support of the Finance Team and Event Managers
• Liaise with external points of contact for venue-related logistics and catering
• Coordinate logistics of sponsor giveaways – picking up shipments and assembling giveaway bags
• Develop and prepare the detailed schedule and responsibilities during the workshop
• Coordinating ordering and logistics for giveaways together with the Delegates Team
• Organise social events and pre-event activities (dinners, visits, …) together with the Delegates Team
• Assist with the local venue organisation and cultural information/functions (dinners, visits, etc.) for the Delegate Handbook
• Support potential accommodation options for the organising team, delegates and speakers
• Attend virtual meetings and submit updates
• Assist with other teams as required

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 Europe region or being a resident of one of the countries from Europe region.
• Interest in the space 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.
• Successful applicants will also have the opportunity to enhance their management and team work skills through working with an international, interdisciplinary, and intercultural team.
• Create a memorable event related to space in a multicultural environment

How to Apply

To apply for this position, please complete our Vacancy Application Form by 17th of November 2024  (23:59 UTC) with the following documents as attachments:

• Resume (with date of birth) (limit 2 pages)
• Letter of intent with the role(s) you are applying for and describe your suitability for that role(s) (limit 1 page). It is encouraged but not required to mention up to 3 roles.
• List of relevant experience that prepared you for that role(s) (limit 1 page).

Only complete applications will be considered.

Application Timeline