Presenter Program Coordinator

San Francisco Bay Area, CA, USA

Job Type

Part Time

Job Description

The Programming lead is the primary point of contact for all speakers and presenters. This position works on the schedule/programming for the conference, keeps speakers and presenters coordinated and informed, and attends to their needs before, during, and after the conference.

Job Overview

Primary Responsibilities:

  • Acts as the primary point of contact and advocate for all speakers and presenters in all forms of communications. Proactively provides updates and relays information between Conference planning staff and presenters.

  • Manages signing and fulfillment of Presenter contracts.

  • Builds rapport with all presenters and maintains consistent communication by answering questions, troubleshooting, networking, and assisting with professional, engaging, and friendly demeanor. Provides special, individualized service to meet each presenter’s requests if reasonable.

  • Works with Programming Committee to create and outline programming and schedule for conference..

  • Creates welcome packets, nametags, and other materials for speakers/presenters.

  • Work closely with Operations (Ops) lead to ensure the AV/ Tech/ Staging needs of each presenter are secured in advance of and during the conference.

  • Oversees the welcome, upkeep and of spaces where the presenters prepare and present, including greenroom, check-in, and presentation rooms.

  • Supervises volunteers needed for Presenter program, including stage manager, etc.

  • Manage presenter PR, photographs, and bios; ask presenters to share/ advertise their involvement with us to their own fanbases.


  • Must be available in-person for the duration of the event at the DoubleTree San Jose, February 17-21, 2022

  • Must be very patient but effective with sometimes eccentric, difficult personalities.

  • Familiarity/ experience with stage and performance culture required.

  • Previous event/conference/meeting planning experience preferred.

  • Previous PR experience preferred.

  • Excellent written and verbal communication skills.

  • Excellent organizational and administrative skills.

  • Impeccable customer service skills and responsive follow-up to work with all personality types.

  • Solution-oriented and able to troubleshoot any sticky situations with a professional demeanor.

  • Must be flexible, resourceful, self-motivated, and have the ability to prioritize and follow through.

  • Ability to work in a fast-paced /pressured environment.

  • Good interpersonal skills and respectful with all team members and staff.

  • Proficiency in Microsoft Suite and Google docs - especially excel.

Expected Time Commitment:

  • 10 hours per week during October, November, December, January

  • 10-15 hours per week Feb 1-17

  • Full-time daily Friday, Feb 18th through Monday, Feb 21st


  • Room in the DoubleTree Hilton in San Jose comped all nights Weds-Mon (6 nights, $800 value)

  • Free admission to conference ($125 value)

  • Meals comped throughout conference ($250 value)

  • 10% of total profit taken in by conference

About the Company

Between the Veils is an inclusive spiritual organization that works to foster education, cultural sharing, and justice in the pagan and magickal community. Our community includes members of diverse traditions including but not limited to: pagan, polytheist, alternative, mystical, magickal, ceremonial, wicca, witchcraft, inherited Native and/or indigenous and/or diasporic, African Traditional Religions, and all those seekers on the margins. We support this work with raising funds through our community, workshops and events, and an annual conference.