2025 Pennsylvania Regional: Sponsorship Coordinator

The Sponsorship Coordinator is responsible for managing conference sponsors after they are signed. They ensure sponsor benefits are delivered. They serve as the primary on-site contact for sponsors.

Responsibilities

General

• Facilitate an environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Serve as a member of the Association Sponsorship Committee to coordinate sponsorships across the organization.

Before the conference

• Coordinate with the regionals committee about event sponsorship activities.
• Work with the Sponsorship Committee chair to support the creation and promotion of a sponsorship prospectus and levels for the event.
• Recommend possible sponsors to the assistant executive director for outreach, as well as for sponsorship contracts and invoicing.
• Support sponsor events and promotion.
• Advocate to ensure sponsors are considered, included and promoted as part of the event.
• Work with the Sponsorship Committee communications coordinator to send any emails, social media or other communications on the sponsor’s behalf.
• Register sponsor attendees as needed to meet sponsorship package obligations.
• Collect sponsor marketing assets (e.g. logos, social content, ads) required to provide sponsorship package benefits. 
• Ensure materials are developed to recognize sponsors at the conference.
• Coordinate sponsor shipping details.
• Manage and communicate sponsor giveaways and promotions.
• Coordinate sponsor/corporate track session scheduling.
• Post sponsor presentations and materials to the website/event platform.
• Coordinate sponsor giveaways, for attendee packet or random drawing.
• Assure that there is adequate vendor display space and assign spaces to support sponsors when the conference is on-site.
• Request support from the Sponsorship Committee as needed to deliver sponsor benefits.

At the conference

• Assist with conference setup.
• Attend all committee meetings.
• Ensure proper setup of the vendor display area.
• Ensure sponsors are situated in their assigned spaces.
• Act as facilitator during sponsor setup and takedown when the conference is on-site.

After conference

• Thank sponsors for attending the conference and presenting, as applicable.
• Report on sponsorship program, post-event, with summary and goal evaluation.

Qualifications

Required

• Membership in the association, which can be fulfilled at application. (Free general membership for higher education professionals would meet this requirement.)
• High level of communication skills
• Flexibility and quick thinking with the ability to multi-task and resolve problems
• Must be conscientious and have the ability to follow through with details

Preferred

• Previous experience in accessibility and higher education and knowledge of the sponsors in this space

Estimated time commitment

• As a member of the planning committee, this position is expected to virtually attend monthly meetings
• The time commitment for committee work varies, with a minimum of 1-2 hours per month and a peak commitment of 1 hour/day the week prior to the conference and will be continuously involved monitoring and meeting with sponsors to confirm that any needs are resolved
• There will be several hours required after the conference, to follow up on all issues and problems to confirm that they were resolved satisfactorily and to provide a final report to the conference planning committee

Length of appointment

Up to 12 months.

Growth opportunities

By serving in this role, you will gain:

• Experience building relationships with internal and external stakeholders.
• A broader network of contacts that can help positively influence your career.
• Access to HighEdWeb volunteer rewards.

Conference attendance

Regional Conference attendance is required. Regional Conference registration is waived for this position.

How to Apply

To apply, select the following Apply for Job button, then use the supplied link. You will be taken to your Volunteer Profile form. Update your profile to include your interest in this position and your related qualifications.