Volunteer Opportunity: Join the Welsh Conference Working Group!
The Welsh Conference Committee is forming a Working Group to bring our two conferences in 2025 to life, and we’re seeking enthusiastic volunteers to join!
About the Conferences
- Spring Conference: 4th–6th April in Cardiff
- Autumn Conference: 10th–12th October in Wrexham
Why Join the Working Group?
This is a fantastic opportunity to:
- Gain hands-on experience in event organisation.
- Develop new skills in areas such as leadership, planning, and communication.
- Work alongside a passionate team to make our conferences truly memorable.
The Roles
Whether you have prior experience or simply a willingness to get involved, we have a role for you:
- Stewarding Organiser: Perfect for someone who excels at organising and managing teams of volunteers.
- Conference Hall Organiser: Ideal for someone with experience in conference procedures and event coordination.
- Registration Organiser: Best for someone who is highly organised, approachable, and detail-oriented.
- Welcome Social and Conference Dinner Organisers: Great for a creative and sociable individuals who love planning enjoyable fundraising events.
- Exhibition, Fringe & Observer Liaison: Perfect for someone with experience in public affairs and stakeholder management.
- VIP Liaison: Best suited to someone diplomatic, attentive, and comfortable engaging with high-profile guests.
- Press Liaison: Great for someone with media relations experience or aspiring to work in communications.
- Agenda & Debate Organiser: Ideal for someone passionate about policy and keen to facilitate engaging debates.
- Venue Branding Organiser: Perfect for someone with design expertise and a flair for visual presentation.
Below, you’ll find more details about each role. Don’t worry if your skills or experiences don’t perfectly match the descriptions, or if you’re unsure about the time commitment. We encourage you to apply anyway! As this is a voluntary team, we have the flexibility to adapt roles to suit your availability and strengths. When applying, feel free to suggest how you’d tailor your preferred role to make the most of your skills and schedule.
The Commitment
The Working Group will initially meet fortnightly, starting the week of 10th February, with meetings becoming more frequent in the lead-up to the Spring Conference. This schedule will be reviewed ahead of the Autumn Conference. Members will also be expected to undertake tasks between meetings to support the planning and organisation of the conferences.
How to Apply
To apply, email conference@libdems.wales with:
- The name of the role(s) you’re interested in.
- A short introduction about yourself.
- Details of any relevant experience.
- Any suggested alterations to the role to suit your skills and availability.
- Your availability for an online evening meeting during the week beginning 10th February.
Your application should be no more than one side of A4.
Applications close at midday on Friday, 31st January.
If you would like to discuss the work of the group, any of the individual roles, or your application, please contact Elgan Morgan by emailing elgan.morgan@libdems.wales or telephoning 07714 975021.
Working Group Role Descriptions
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The Stewarding Organiser ensures the smooth operation of conference logistics by recruiting, organising, and supporting stewards.
Before the Conference:
- Create a clear and accessible sign-up process for stewards.
- Actively promote stewarding opportunities to members.
- Design detailed guides for stewards outlining responsibilities for:
- Assisting at the Registration Desk.
- Helping in the Conference Hall.
- Guiding Members around the venue.
- Supporting Fringe Meetings and Exhibitors.
- Collaborate with other working group members to coordinate stewarding needs.
- Develop and manage a rota that ensures comprehensive coverage.
At the Conference:
- Welcome stewards, provide briefing sessions, and address any questions.
- Ensure stewards are stationed as per the rota and are fulfilling their duties.
- Act as the main point of contact for troubleshooting issues faced by stewards or attendees.
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This role ensures that sessions in the main hall run seamlessly, from chairing debates to managing speaker interactions.
Before the Conference:
- Develop a “how to chair conference” guide for session chairs and aides.
- Recruit and schedule session chairs and aides for all conference debates.
- Collaborate with the Stewarding Organiser to assign stewards for tasks such as distributing speaker cards and counting votes
- Prepare a Chair’s Brief, outlining timings, announcements, and procedural guidelines.
At the Conference:
- Oversee activities in the main hall, seated at the Speakers’ Desk.
- Ensure session chairs and aides are in place and prepared.
- Record voting outcomes and ensure debates run according to the schedule.
- Troubleshoot any issues that arise.
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The Registration Organiser is responsible for promoting attendance and managing the registration process.
Before the Conference:
- Actively promote conference registration through emails, social media, and phone calls.
- Maintain a database of registered attendees and manage badge production.
- Collaborate with the Stewarding Organiser to prepare a clear guide for stewards on registration desk duties.
At the Conference:
- Oversee the registration desk and ensure stewards are present and briefed.
- Resolve any registration issues or attendee queries.
- Ensure badges and registration materials are distributed efficiently.
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This role ensures a warm and enjoyable start to the conference with a well-organised Welcome Social.
Before the Conference:
- Promote ticket sales for the Welcome Social through various channels.
- Organise entertainment, fundraising activities (e.g., raffle, quiz), and decorations.
- Develop a running order for the evening
- Recruit volunteers to help on the night.
At the Conference:
- Oversee event setup, ensuring the venue is ready.
- Ensure the evening runs smoothly, keeping activities on schedule.
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This role oversees the organisation of the Conference Dinner.
Before the Conference:
- Promote ticket sales.
- Arrange the guest speaker, including travel, accommodation, and a thank-you gift.
- Plan fundraising activities (e.g., auction, raffle) and recruit volunteers to help with this.
- Develop a seating plan and evening running order.
- Ensure the venue is appropriately branded and decorated.
At the Conference:
- Supervise event setup and ensure everything runs according to plan.
- Coordinate volunteers and troubleshoot any issues during the dinner.
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The liaison promotes and manages exhibition stands and fringe events, and welcomes observers to the conference.
Before the Conference:
- Promote the online “Conference Opportunities” package to potential exhibitors, fringe organisers and observers.
- Manage bookings and ensure exhibitors, fringe organisers and observers receive necessary details.
- Liaise with finance to process invoices for bookings.
At the Conference:
- Oversee exhibition and fringe setup and ensure organisers’ needs are met.
- Welcome all observers and provide support to ensure they have a great experience.
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This role supports VIPs, such as MPs, Lords, and keynote speakers, ensuring they have a positive experience.
Before the Conference:
- Work with the Agenda & Debate Organiser to invite VIPs to participate in conference events, such as Q&A sessions or to give speeches.
- Confirm VIP attendance and coordinate registration.
- Provide VIPs with detailed schedules and logistical support.
At the Conference:
- Welcome VIPs upon arrival and escort them to the sessions they are participating in.
- Address any needs or issues raised by VIPs or their teams.
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The Press Liaison manages media relations and ensures effective communication during the conference.
Before the Conference:
- Invite press and media representatives to attend.
- Ensure media representatives are registered and that Press Passes are prepared for them.
- Create a Press Pack with key information about the conference for journalists.
- Draft press releases and social media posts for use during the conference.
At the Conference:
- Engage with media representatives, providing necessary information.
- Distribute press releases and ensure timely social media updates.
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This role develops a varied and engaging conference agenda and oversees debates.
Before the Conference:
- Work with the Conference Committee to develop the conference agenda, ensuring an interesting event with a balance of engaging topics.
- Encourage members to submit motions and amendments, working with the policy team to offer guidance where needed.
- Ensure that the Conference Hall Organiser is aware of proposers and summators of motions and amendments ahead of them preparing the Chair’s Brief
- Organise panel discussions and Q&A sessions, inviting suitable panelists.
At the Conference:
- Support Conference Hall Organiser and session chairs, ensuring debates run smoothly and on schedule.
- Address any agenda-related issues as they arise.