Call for NCAC-SGW Organising Team

Join the 5th North and Central American Space Generation Workshop Organising Team (5th NCAC-SGW)

SGAC is looking for motivated and committed volunteers to bring their expertise and knowledge to the organisation of the 5th North and Central American Space Generation Workshop (NCAC-SGW) which will take place in July 2024, 7th in Halifax, Canada.

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 and Central American 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:  9 December, 2023.

Role Descriptions

Program Team (2 position)

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

Responsibilities:

• 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: 2-3 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.

Responsibilities:

• 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: 2-3 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.

Responsibilities:

• 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: 2-3 hours a week on average.

Logistics Team (2 positions)

This team will support the organisation of the logistics aspects of the workshop: 

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: 2-3 hours a week on average.

Local Organising Committee (LoC) (3-4 Positions)

The LoC will consist of several local volunteers (from Canada). Members of the team will support the programme, delegate operations and logistical arrangements for the event (venue, catering, transport, hotels, etc.).

Responsibilities:

• Organising social events (dinners, closing dinner, visits, etc.).
• Finding hotel and  travel information for the guest speakers.
• Utilize local know-how and language in supporting the overarching AF-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 potential accommodation options.

Estimated time commitment: 2-3 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 North America or Central America or being a resident of one of the countries from the region.
• 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.

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 this position, please complete our Vacancy Application Form by 9th of December 2023  (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.

Application Timeline

Review of applications and interviews will be done during the month December. 
The outcome of the application will be communicated at the end of December or beginning of January.