Reports To: Post-Graduate Research Assistant
Position Type: Temporary, Part-Time (One-Day Contract)
Shift Hours: 7:45 AM – 7:00 PM, plus one additional one-hour training (TBA)
Location: On-Site, Chicago, IL
Job-Type: Part-Time Student
Student Workers Part-Time benefits include paid leave and sick time.
Position Summary
We are seeking an energetic, reliable, and proactive Conference Assistant / Runner to join our event team for our high-profile, one-day conference. In this role, you will be the "boots on the ground," executing various logistical tasks, assisting attendees, and ensuring all presentations and sessions run smoothly. If you thrive in fast-paced environments and love solving problems on the fly, this role is for you.
Key Responsibilities
Attendee Support
- Check-in guests: Greet attendees, scan tickets, and distribute name badges, lanyards, and welcome packets.
- Wayfinding: Direct attendees to main halls, breakout sessions, restrooms, and dining areas.
- Information desk: Answer basic questions regarding the event schedule, Wi-Fi access, and venue layout.
Session & Speaker Logistics
- Speaker Assignment: Accompany and provide campus directions and guidance to an assigned plenary or workshop speaker for the full day of the conference. Room monitoring for workshop: Ensure breakout rooms have water for speakers, and that late attendees do not interrupt the speaker.
- Mic running: Pass handheld microphones to audience members during Q&A sessions quickly and efficiently.
- Timekeeping: Assist speakers by holding up time-remaining cues to keep sessions on schedule.
- Meal attendance: Enjoy lunch and dinner meals, gratis, with the speaker and fellow conference runners.
- Break coordination: Announce times to return from breaks to the sessions and clear break areas of attendees during plenary sessions.
Event Support & Gopher Tasks
- Run errands: Transport materials, signage, or tech equipment across the venue as requested by the event manager.
- Vendor assistance: Help coordinate with exhibitors to ensure communication between exhibitors and event hosts and/or speakers is efficient and successful.
- Maintain tidy spaces: Quickly clear trash from session rooms or reset chairs between presentations.
Qualifications & Skills
- Customer service mindset: Polite, welcoming, and professional demeanor when interacting with guests and staff.
- Physical stamina: Ability to stand, walk across campus and its stairways, and carry up to 25 lbs for the duration of the shift.
- Quick problem-solving: Ability to stay calm under pressure, handle unexpected changes efficiently, and communicate and respond to communications with staff quickly.
- Clear communication: Comfortable using mobile phone and messaging apps to stay in touch with the team.
- Punctuality: Absolute reliability regarding shift start times, as event mornings are highly time-sensitive.
What to Wear
- An event sweatshirt will be provided for the runner to wear with dark jeans or trousers and athletic shoes (or comfortable boots depending upon the weather).