Approved by the Board April 21, 2026

Rationale: This role serves as a vital link between the UURMaPA Board and the Conference Planning team, which organizes an annual fall conference. It ensures that planning, content, and execution align with UURMaPA’s goals, budget, and policies. Additionally, it involves balancing proactive support for the Conference Planning Team with respect for the Board’s authority.

Since the fall of 2020, UURMaPA conferences have been held virtually on Zoom, with in-person pods in different regions across the continent. The fall conferences usually feature a theme presenter, presentations by UUA, UUMA, and UUSC representatives, opening and closing worship services, a remembrance service, odyssey presentations by a minister and a partner, and small group connecting rooms.

As a member of the UURMaPA Board, the Conference Coordinator attends monthly Board meetings (conducted online via Zoom and, if necessary, in person at an annual retreat), participates in decision-making, and takes on other duties as needed. Submits monthly reports to the Board and keeps the Conference Convener(s) informed about relevant Board activities.

Expectations: The Conference Coordinator is responsible for these tasks:

Schedule conference dates at least two years ahead and ensure they do not coincide with major religious or secular holidays.
Recruit a Conference Convener or conveners and work with them to update the Conference Planning Team job descriptions as needed. Also, assist in recruiting retired ministers and partners to join the team.
Prepare projected income and expenses for the conferences and, in consultation with the UURMaPA Treasurer and Conference Convener(s), set the registration fee. Conferences must cover their costs through registration fees unless special circumstances allow for grants. Expenses for board members are charged to the Board rather than the conference budget. Obtain UURMaPA Board approval for any additional resources needed. After each conference, prepare a detailed income and expense report to share with the Conference Planning Team and the UURMaPA Board.
Provide support for the Convener(s) and attend Conference Planning Team meetings as needed.
Identify potential themes and theme presenters for the upcoming conference in collaboration with UURMaPA Board members and Convener(s).
Create a preliminary schedule for fall conferences in coordination with the UURMaPA Board and the Conference Convener(s).
Review the Conference Administrative Schedule and Timeline document with the Conference Convener(s) and ensure the Conference Planning Team is informed of tasks and deadlines.
As Registrar, determine the appropriate times to open and close online registrations, manage different discount codes, inform those requesting a registration scholarship and those who have not yet attended a virtual conference about which code to use when registering, notify the Vice President and Passages Coordinator about the discount codes needed for inviting newly retired ministers and survivors, consistently review registrations, and regularly update the Planning Team and UURMaPA Board members.
Send thank-you notes to planning team members and arrange for $25.00 InSpirit gift certificates for all Conference Planning Team members and Odyssey presenters following each conference.
Be available after completing the term(s) on the Board to answer questions related to UURMaPA virtual conferences, if needed.
If a new Tech Professional is needed, work with the UURMaPA Board to identify qualified candidates, conduct interviews, and recommend a finalist.

Compiled by Barbro Hansson, February 2025; Revised March 2026