Events and Fundraising Manager

Ecsite, the European network of science centres and museums, is a non-profit international association with 400 institutional members. The common thread uniting these institutions is a commitment to public engagement by communicating science through accessible, interactive exhibits and programmes. Ecsite connects member institutions through projects and activities and facilitates the exchange of ideas and best practices on current issues. To this end, Ecsite offers different services to its members, is involved in numerous collaborative projects – many of which are co-financed by the European Commission. Ecsite organises an Annual Conference which is the largest science communication conference in Europe. Ecsite also organises an Annual Directors Forum, and a number of trainings and workshops. Ecsite is recruiting an Events and Fundraising Manager who will be responsible for organising the Ecsite Annual Conference, the Directors’ Forum and all other Ecsite events, and to attract sponsorship to the Annual Conference.

Ecsite Annual Conference and Directors Forum organisation

The Annual Conference is co-organised by Ecsite and by a local host. While Ecsite is responsible for the content of the event, the host is responsible for the social programme and the on-site logistics, under the supervision of Ecsite. An Annual Conference Programme Committee (ACPC) oversees the content in close collaboration with the Events Manager. Ecsite is responsible for the promotion of the event. The Annual Conference consists of two pre-conference days with 7-9 Pre-Conference workshops that attract around 250 participants, followed by three main conference days with 75 sessions, more than 300 speakers and 1,000 science communication professionals. An exhibition space presents the products and services of 50 companies. This area is called the Business Bistro and is to be further developed in the coming years.

The Directors Forum brings together 40 directors of the main European science centres and museums, all of whom are Full Members of Ecsite. The event is co-organised by Ecsite and by the local host who helps Ecsite select four to five keynote speakers and coordinates the social programme under Ecsite’s supervision.

While both events have been going on for a number of years, fundraising is a new function at Ecsite and the Events and Fundraising Manager will define and set the parameters of the position.

Main responsibilities

Reporting to the Executive Director and working closely with the Ecsite team and Committees, the Events and Fundraising Manager is responsible for the development and organization of the Ecsite Annual Conference and Business Bistro, the Directors Forum and other Ecsite meetings, conferences and workshops. S/he is also responsible for developing and implementing a fundraising strategy connected with the Ecsite Annual Conference. Other assignments, such as assistance with Ecsite’s European projects may also be required.

Place in the organization

The Events and Fundraising Manager works within a team of eight full-time employees. S/he reports to the Executive Director, works closely with the rest of the team, but is solely responsible for the organisation of events. The position is service-oriented and impacts most of Ecsite’s activities.

The working environment is an open space area. The candidate should feel comfortable working in a small, flexible, association-type structure. The Ecsite office is located very close to the Central Station in Brussels. The working language of Ecsite is English. The position involves quite a bit of travel during the year.

Main tasks

A. Planning and scheduling

• Establish a work plan and deadlines for the promotion, registration and organization of the events. Liaise with speakers, participants, the local host, suppliers, designers and with the Ecsite team to adapt to their needs and respect deadlines.
• Establish the schedule of the events.

B. Promotion and registration

• In close collaboration with Ecsite’s Communications Officer, define and implement the promotional strategy of the event, write and edit the promotional texts.
• Supervise the production of the promotional tools: announcements, programmes, website.
• Increase media coverage of the Annual Conference and collect coverage for archives.
• Organize and oversee the online and on-site registration and payment system for the Ecsite Annual Conference and organize the registration and payments for all other events.

C. Budget and contracts

• Propose a budget and control the approved budget.
• Negotiate contracts with various companies involved in the events.

D. Logistics and venue

• Participate to the selection of the venues, allocate spaces, and specify requirements.
• Ensure the dismantling and the clearing of the venues.
• Define and supervise IT requirements.

E. Content and social programme

• Elaborate programme objectives when necessary, find and brief speakers and facilitators.
• Assist the Annual Conference Programme Committee (ACPC) in its work, notably during the selection of the sessions proposals. Establish the agenda, write the minutes and ensure the follow-up of meetings.
• Secure keynote speakers and special guests arrangements and welcome.
• Supervise and organize the social events.

F. Business Bistro of the Annual Conference

• Define and produce an exhibitors package.
• Promote the Business Bistro to European and worldwide companies, increasing significantly the number of exhibitors and the financial results. Rent booths to the exhibitors.
• Follow-up with the exhibitors before the event, on site and after the event.

G.Evaluation and Improvement

• Perform and compile an evaluation for each event.
• Improve the quality, the relevance and the attractiveness of the events by using the results of the evaluations and by generating new ideas.

H. Fundraising

• Develop and implement a fundraising plan for the Annual Conference
• Identify companies, foundations and other potential sponsors and build a database of information.
• Contact and negotiate with the sponsors in collaboration with the Host.
• Maintain sponsors relationships, including Ecsite’s Corporate Partners.
• Monitor the progress of the fundraising plan, evaluate results and suggest improvements.

Requirements

• Native level spoken and written English; other languages are a plus.
• University degree or diploma related to events management.
• Very good experience in organizing events and in fundraising.
• Excellent written and verbal communication skills.
• Excellent time management and organisational skills, experience of budget management.
• Good software skills (Word, Excel, Outlook, PowerPoint ), Internet and social media skills
• Ability to work independently and to set priorities.
• Good level of social maturity, personal initiative and creativity.
• Ability to adapt to different cultural situations and work within a multicultural team.
• Ability to provide inputs for conceptualizing strategies and designing work plans.
• Ability to build and maintain broad networks of partners, excellent interpersonal skills.
• Flexible and adaptable working style.
• Customer-focused, service oriented.
• Knowledge and interest in sales and marketing; commercial aptitudes.
• Ability to manage multiple tasks and projects at a time.
• Sincere commitment to working collaboratively with all constituent groups, including staff, boardmembers, sponsors, programme participants.
• Interest and ability in working in science communication in a non-profit environment.

Terms and conditions

Attractive conditions are offered and will be adapted depending on experience; Applicants must be able to legally live and work in Brussels. The permanent contract will be subject to Belgian social security and taxes.

Ecsite offers an opportunity of gaining broad experience within an innovative, multinational association with broad and challenging responsibilities and the opportunity to work within a highly motivated and professional team.

Ecsite is committed to providing an equal opportunities work environment.