The First Year Integration Conference is an annual Ontario-wide conference that attracts first-year engineering students from across the province to help integrate them into their first year of university. Delegates participate in sessions designed to develop leadership potential, break down first-year barriers, and provide insight into the ever-expanding world of engineering. Queen's will be hosting the conference in November 2025 and we aim to give a fun and insightful welcome to inspire first year engineering students across Ontario.
We are seeking organized and dedicated individuals for our team of Coordinators. Descriptions for each role are laid out below:
Sponsorships Coordinator (3 positions available)
The sponsorships coordinators will work together to find sponsors for the conference. The main responsibilities include:
- Maintain ongoing communication with potential and confirmed sponsors.
- Address sponsor inquiries and provide updates throughout the planning process.
- Conduct outreach to identify and secure new sponsors.
- Develop and implement strategies to attract potential sponsors.
- Organize and structure various sponsorship packages.
Speakers Coordinator (1 position available)
The speakers coordinator will be responsible for finding and communicating with those presenting at the conference. The main responsibilities include:
- Communicate with potential and confirmed speakers for the conference.
- Identify outreach strategies to identify and secure new speakers for the event.
- Provide support to speakers for their presentations, including logistics and content preparation.
- Coordinate and organize workshops led by speakers.
Delegates Coordinator (2 positions available)
The delegates coordinators will work together to be main points of communication for the delegates prior to and during the conference. The main responsibilities include:
- Maintain open lines of communication with delegates throughout the conference.
- Ensure a smooth and efficient application experience for all delegates.
- Help create and assemble delegate packages and gift bags.
- Plan and organize engagement events for delegates during the conference.
- Provide support and assistance to delegates to enhance their satisfaction and participation in the conference.
Programming Coordinator (3 positions available)
The programming coordinators each oversee the scheduling and logistics for one of the three streams for the conference. The main responsibilities include:
- Ensure that all events and sessions within your stream are planned and executed according to the timeline.
- Supervise the setup process to ensure it meets the required standards and functions smoothly.
- Oversee all logistics related to your stream, including coordinating with other teams and vendors.
- Work closely with other Programming Coordinators to ensure alignment across all streams.
Hospitality Coordinator (1 position available)
The hospitality coordinator will organize general accommodations for the conference, including hotel accommodations, event bookings, catering, and transportation arrangements. The main responsibilities include:
- Booking and managing hotel arrangements.
- Serve as the primary point of contact with hotels to address any issues and ensure accommodations are in place.
- Coordinate with catering services to arrange food and beverage options for the event.
- Manage transportation services for the conference, ensuring logistics are handled efficiently.
Marketing Coordinator (2 positions available)
The marketing coordinators will be responsible for maintaining the public image of the conference, promoting engagement with graphic design and social media. The main responsibilities include:
- Manage the event’s Instagram account and create graphics for social media platforms to promote the event.
- Develop and implement strategies to engage with the target audience on social media.
- Work closely with other directors to produce content that supports overall event objectives.
- Organize and coordinate headshot shoots for team members.
- Oversee the development and design of event merchandise.
- Monitor and analyze the performance of social media content, making adjustments as needed.
Webmaster (1 position available)
The webmaster will be responsible for developing and maintaining the conference website. The main responsibilities include:
- Develop and maintain the event website, ensuring it is up-to-date and user-friendly.
- Address and resolve any technological issues related to the website.
- Optimize the website for maximum functionality and accessibility.
- Serve as the primary contact for any technological needs throughout the event planning and execution.
* Note: Prior knowledge of programming and/or website development is highly recommended for this position.
Finance Officer (1 position available)
The finance officer will help manage the budget and financial operations for the conference. The main responsibilities include:
- Collaborate with each director to ensure their financial needs are aligned with the overall budget.
- Maintain regular communication with the Bank of EngSoc to handle financial transactions.
- Track delegate payments and ensure accurate processing.
- Ensure all financial processes are documented and compliant with event policies.
These positions are open to all students that will be at Queen's for the Fall 2025 semester, including those students currently on internship. Applications will not be considered for those that will not be at school during that time. (i.e. those that will have graduated, be on internship, exchange, etc.)
Applications will close at the end of January, the specific date will be communicated in the new year and any candidates who have applied will be notified once the close date is confirmed
If you have any questions, feel free to reach out to the FYIC 2025 Co-Chairs (fyic @ engsoc.queensu.ca)