8. Tasks and Responsibilities of the Event Manager

The function of Event Manager has been introduced to involve a professional manager in overseeing the execution of the contracts with the Conference Secretariat and the Exhibition Secretariat and in preparing a long-term plan for all activities. The function is intended to relief the General Chair from looking daily and continuously into all kinds of detail of the standard organisational issues of Conference and Exhibition: administration, registration, paper handling, call for papers, program booklet, exhibition brochure, exhibition price list, promotion, arrangements, publicity, press conference, facilities, etc. The function should allow the General Chair to handle only exceptions to the agreed way of organising the Conference and Exhibition, especially for issues with financial consequences.

The Event Manager function does not incorporate any financial authority or responsibility other than monitoring and early reporting on potential financial consequences of any task executed by the Secretariats or the Event Manager him/ herself.

The Event Manager reports to the General Chair.

Appendix A specifies the duties of the Event Manager. The most important tasks are:

  1. Prepare all necessary data for the composition of the TMRF in consultation with and for approval by the General Vice-Chair.
  2. Prepare with the Secretariats, for approval by the DEC, a complete time- and space allocation plan for the total Event, clearly indicating what alternatives have been considered and what were the considerations to decide on the final proposal. The purpose should be to have the DEC decide on the various balancing factors.
  3. Check any item that goes in print or onto the Web that carries the DATE logo or name. In case of doubt, or in any non-standard use consult the General Chair for approval. This holds for Call for Papers, Program Booklet, Exhibition leaflets, etc.
  4. Monitor and report to the General Chair on the execution of the Conference and the Exhibition Secretariats contracts.
  5. Keep track of the timely execution of the decisions and action points formulated during the meetings of the DATE Executive Committee.
  6. Obtain timely approval from the Finance Chair and the General Chair on any not-planned expense or any activity which may lead to such an expense by one of the Secretariats.
  7. Update yearly the four-year plan for timing and location of the Event in consultation with the DEC.
  8. Prepare, in consultation with the Finance Chair of EDAA, the Call for Tender for the Conference and Exhibition Secretariat contracts every 5 years.
  9. Specify explicitly, and organise and supervise the communication flow between the Secretariats and the DATE Executive Committee.
  10. Foresee space allocation needs for the total Event and propose to the General Chair appropriate plans for meeting these needs.
  11. Be prepared to perform any task found necessary by the General Chair, which task was not described explicitly in the Tender as a responsibility for one of the Secretariats.