Position: Conference Planner, Regional Hub Conferences
Committee: Regional Conference Planner Cohort (2027)
Term: January 2027 - December 2027

The Hub Conference Planner serves as the lead executer for one of the four Hub Conferences and is responsible for implementing a successful multi-region conference. The role reports directly to the Hub Conference Chair, and works in partnership with the Hub Conference Treasurer, regional planners, regional teams as applicable, and NAFSA staff.

Major Functions and Responsibilities

Within the framework of the NAFSA Strategic Plan, this position will:

• Support the Hub Conference Chair. Partner with the Hub Chair to deliver on conference goals.
• Serve as the main point of contact to execute conference operations, including as the lead point of contact with the conference venue’s event manager and external vendors, ensuring smooth and clear communication between the hub team and vendors/venue.
• Provide regular updates to the Hub Chair and consult with the Chair on major decisions, including conference program, special events, scheduling, entertainment, and risks.
• Oversee call for proposals, review, selection, scheduling, and presenter communication processes, delegating tasks where necessary.
• Manage room assignments, scheduling, audiovisual and technology needs, and program materials.
• Manage, delegating where appropriate, programming outside of educational sessions and workshops, including meals, breaks, hospitality, networking , special events, and entertainment.
• Manage, delegating and coordinating where appropriate, space needs, room sets, food and beverage, audiovisual, shipping, signage, printing, transportation, off-site activities, and other operational requirements.
• Delegate tasks to regional planners, committee chairs, and volunteers as appropriate, while maintaining accountability for the overall conference plan.
• Collaborate with Hub leadership and regional development coordinators, Hub Treasurer, NAFSA staff to support expo/sponsorship deliverables.
• Support an attendee journey that is accessible, welcoming, informative, and responsive to participant needs.
• Collaborate with the Hub Chair and Hub Conference Treasurer to ensure responsible financial stewardship and adherence to established financial models and expectations.
• Provide regular updates to Hub Chair, and upon request, Regional Chairs and NAFSA staff regarding conference progress, risks, decisions, and outcomes.
• Facilitate collaboration across participating regions and foster a positive, unified conference culture.
   

Sample Projects

• Led planning and execution of a multi-region Hub Conference serving attendees across participating NAFSA regions.
• Coordinated conference team members across multiple regions to meet planning milestones.

Qualifications

• Strongly preferred: previous experience on a NAFSA regional executive team (chair, conference planner, treasurer), particularly conference planner or conference apprentice/designate. Required: previous NAFSA volunteer/presentation experience.
• Demonstrated passion for planning conferences, events, or programs.
• Ability to communicate clearly, professionally, and responsively with volunteers, presenters, vendors, hotel staff, sponsors, and NAFSA staff.
• Highly organized, including ability to manage timelines and multiple priorities.
• Willingness to adopt organization-wide perspectives.
• Sound judgment, flexibility, and a solutions-oriented approach, particularly when responding to changing priorities or on-site challenges.
• Familiarity with international education, NAFSA, regional programming, or professional association events.
• Comfort using shared documents, spreadsheets, virtual meeting platforms, and project-management tools.

Required Commitment

• Average commitment of approximately 5–10 hours per month during early planning periods, with increased time requirements as the conference approaches.
• Attend leadership onboarding, conference planning meetings, and regular coordination meetings with Regional Chairs and NAFSA staff.
• Attendance at the Hub conference is required.
• Implement ongoing planning activities throughout the full conference lifecycle.
• Model and uphold the principles, standards, and expectations outlined in NAFSA's Governance Documents.
   

Benefits and Appreciation

• Build leadership, project-management, budget, and event operations experience.
• Expand your professional network across NAFSA, the Hub, and the international education community.
• Hub Conference Planners receive 100% complimentary registration to the regional hub conference and reimbursed travel costs to and from the regional hub conference, as provided through the hub conference budget. NAFSA Regional Affairs staff implements a standardized policy on travel reimbursements to/from the Hub Conference for all leaders in this role across the four Hub Conferences.
• Volunteers in this role receive recognition from NAFSA for their leadership service.
• Volunteers in this role participate in leadership networking, onboarding, and professional development opportunities from NAFSA Regional Affairs.

For questions or additional information, please contact the NAFSA Regional Affairs team.

Position description updated August 2026.

Accepting applications and nominations through November 15, 2026.