Team roles for the 12th Congress

of Polish Student Societies in the UK

Senior Committee Members

Director of Finance
• Participate in sponsorship negotiations and prepare contracts
• Manage the relations with existing sponsors
• Plan and oversee the budget of the event
• Manage the spendings of the team


Director of Logistics
• Coordinate the work of logistics team
• Plan the conference programme and provide the final agenda
• Oversee venues booking, programme planning, volunteers recruiting,
transport and accomodation planning
• Write and execute the playbook for the conference

Director of Events
• Coordinate the work of events team
• Plan the course of the social events and coordinate their scheduling
• Oversee venues booking, participants sign-ups and the invitations
• Manage communication with artists, venues
• Write and execute the playbook for the events

Director of Speakers Team

• Coordinate the work of the speakers team
• Oversee the distribution of areas of discussion and the topics
• Oversee the speakers invitations, PA systems preparation, speakers
transport and accomodation and the smooth course of the speakers event
during the conference

Director of Marketing and Communication

• Coordinate the work of marketing and communications team
• Plan the marketing and media campaign
• Oversee the graphic design, marketing campaign, communications and
media coverage of the conference
• Oversee the photo and video relation of the event
 Junior Committee Members

Web Officer
• Manage the web site of the event
• Advise the logistics team on IT procedures during sales and participants sign
ups
• (if possible) provide a mobile app for the event or set it up on an existing
platform

Programme Officer
• Set the rules of procedure for the scheduling between all four teams
• Coordinate the scheduling between all four teams
• Work closely with the venues to estimate the time requirements and margins
• Provide the final coordinated agenda of the conference

Venues Officer
• Manage relations with the venues
• Plan and execute the course of the event in terms of the participants
movement within the venue, the PA system, rooms distribution and seating
layout
• Prepare the rules of procedure for participants movement in the venues
• Cooperate with the marketing team to organise sponsors’ stands

Events Officer
• Plan and execute an event (either the Friday Social or the Speakers Lunch)
• Plan the budget for the event
• Cooperate with the marketing team in publicising the event
• Prepare the rules of procedure for the smooth course of the event

Speakers Officer
• Plan and execute a panel debate or a smaller discussion within your area of
interest
• Invite the speakers and provide help with their transport and accomodation
• Invite the moderator and provide help with their transport and accomodation
• Execute the smooth course of the speakers event during the conference

Design Officer
• Plan the visual branding strategy for the event
• Cooperate with the events team on design of the social events
• Coordinate with the logistics team on design of the merchandise
• Coordinate with the marketing and media officers on social media and PR
design
Marketing Officer
• Prepare and execute the timeline and content of the social media strategy
• Coordinate the relations with sponsors with regard to their marketing
involvement
• Prepare the budget for the merchandise and make the purchases
• Plan the strategy for marketing with the use of alternative channels if possible

Media Officer
• Establish and manage the relations with the media partners of the conference
• Plan and oversee the conference’s communications
• Set the rules of procedure for the relations with media for the committee

Finance officer
• Cooperate directly with the Director of Finance in creating and enforcing the
budget
• Manage the tickets sales and set the pricing
• Manage the relations with the ticket buyers