Maine Space Conference Planner

Maine Space Grant Consortium | Augusta, ME, United States

Posted Date 11/15/2022


Maine Space Conference, Summer or Fall 2023


Maine Space Grant Consortium

Contact Person: Terry Shehata, Ph.D.



Budget: $10,000 to $15,000, excluding all event and promotional expenses, which will come from a separate budget.

The Maine Space Grant Consortium seeks a Conference Planner to assist us with the development and implementation of the inaugural Maine Space Conference in the summer or fall of 2023. Proposals will be accepted until filled with an initial review to begin on November ??, 2023.

Background Information

The Maine Space Grant Consortium, an Affiliate-based 501(c)(3) organization, is a member of the national network of 52 space grant consortia administered by the National Aeronautics and Space Administration (NASA) National Space Grant Program.  All space grant consortia support programs and activities that align with NASA’s strategic objectives and one or more of its five mission directorates and the state’s economic development strategies.

Earlier this year, the MSGC submitted to the Governor and the Maine Legislature a strategic plan for developing the Maine Space Complex as the unifying vision to engage Maine in the new space economy. The plan called for creating a quasi-state body, the Maine Space Corporation, to manage the development and growth of the Complex. On April 18, 2022, the Governor signed into law the bill to create the corporation, which became effective on August 8, 2022. The nomination process for the corporation’s board of directors is in process and the board should be confirmed and seated early 2023.

As the corporation begins to find its footing, the MSGC will continue to raise awareness of Maine’s assets in the new space economy and the resulting opportunities for research, education, and economic development.  A major part of this awareness is Maine Space 2030, a major campaign to raise awareness of the need to engage Maine in the new space economy fully by 2030. Under this umbrella campaign is the Maine Space Conference.

Maine Space Conference

The Maine Space Conference is a new concept intended to be held annually (or bi-annually) to:

  • Provide a forum for advancing new space industries for businesses and governmental entities within and outside of Maine that want to engage in the new space economy.
  • Raise awareness of the Maine Space 2030 campaign, the Maine Space Complex, and the Maine Space Corporation.
  • Demonstrate Maine’s strategic location to conduct business related to the new space economy and the Maine Space Complex.
  • Connect Maine’s research, education, and business assets in the new space economy.
  • Engage academic institutions in the northeast (national/international) region that are engaged in the new space economy.
  • Establish networking and collaboration opportunities across and within research, education, government, and business sectors.

Request for Qualifications:

The MSGC seeks experienced individuals acting as the Conference Planner to organize, manage and coordinate the implementation of our Maine Space Conference as a signature event. The Conference Planner will work closely with the MSGC to develop marketing and outreach plans and collateral materials for the event.

The Conference Planner will play the key organizational role for the event. The Conference Planner will ensure that all key people and events come together smoothly and effectively, including planning and strategy, securing attendees and participants, securing additional sponsors and donations, executing a public relations/media outreach plan, and ultimately executing a high-quality event. Attention to detail, vision and strategy, excellent communication and people skills, strong organization, and good correspondence skills are important. Special event coordination and advanced computer literacy are essential.

The Work:

The Conference Planner will work closely with the MSGC to achieve the following deliverables:

  • Manage event budget and maintain an accounting of expenses.
  • Develop project plan, schedule and timeline.
  • Secure co-sponsor and donations for the event through local businesses and partner organizations.
  • Plan, secure venue, and execute logistics (expected attendance of 125-200 people) for the event.
  • Develop and execute event marketing and promotion plan.
  • Coordinate production of promotional materials.
  • Work closely with vendors and venues to ensure successful event execution.
  • Maintain updated web content (in coordination with the MSGC).
  • Develop relations with news media and promote stories to circulate in media to publicize the conference.
  • Work with the MSGC to refine messages for public distribution, including website, social media, displays and program materials.
  • Create flyers, press releases and other outreach materials as needed
  • Work with MSGC to identify speakers and develop schedule of events, keynote etc.
  • Coordinate with guest speakers as needed on logistics

All marketing and event promotions and materials shall be consistent with guidelines to be provided by the MSGC.

Ongoing Communications and Progress Reports:

Regular updates and written reports will be provided to the MSGC with monthly in-person meetings.


Submittals should be succinct, easy to follow, and include the following:

  • A cover letter, not to exceed two pages of your approach and understanding of the MSGC’s needs and why your experience and qualifications are a good fit for the project.
  • Brief CVs of all team members and an indication of the contribution of each person to the project.
  • Names of three individuals who can provide references for you, addressing your ability to complete conceptual, high-quality work, on time and on budget.
  • At least three samples of previous work.

Submittals will be accepted on an on-going basis until filled. Initial review of qualifications will begin on December 1, 2022. Please submit qualifications via email as an attachment to


Job Type
Professional Services

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