2026 Nebula Conference Project Manager

Organization Overview

The Science Fiction and Fantasy Writers Association (SFWA) is a 501(c)(3) non-profit charitable organization for published writers and industry professionals in the field of science fiction, fantasy, and related genres. Founded in 1965, SFWA runs the annual Nebula Conference, the Nebula Awards, and has a number of programs to assist authors worldwide.

Compensation: $13,000 for the scope of the project, paid in milestone installments.

Status: This is a contract position. Candidates must be US-based and eligible for legal employment.

Location: Hybrid remote/on-site (conference location)

Position Overview

With a small staff that supports SFWA’s multiple ongoing projects and services along with hundreds of volunteers, we are currently looking for a candidate to help manage the 2026 Nebula Conference in Chicago.

Key Responsibilities

Attend the Nebula Conference and Awards Ceremony in person to supervise and support staff and volunteers.
Address emergent on-site logistical issues that may arise.
Develop and maintain a project plan, including a detailed timeline, to support the Nebula conference.
Work with Executive Director and SFWA leadership to identify and track tasks and deliverables pursuant to a successful event.
Organize Conference planning meetings.
Report status weekly to SFWA Executive Director and SFWA leadership.
Develop and document processes and policies for the Nebula Conference.
Support the tracking of expenses and management of event-related budgets in conjunction with the Operations Director.
Work with Operations and the Office to track equipment and supplies needs and to source materials
Schedule and organize training for Conference volunteers in coordination with SFWA staff and leadership.
Identify volunteer gaps and support recruiting and training of volunteers.
Support online and local volunteers and connect with committees in coordination with SFWA staff and leadership.

Scope

This role is responsible for ensuring that the following aspects of the event are successfully coordinated: panels, autograph sessions, awards ceremony, bookstore, banquet, registration, and other Conference events and activities, including online events and panels.

Additionally, this role is responsible for the coordination of our Conference Core Team, as well as coordinating with our Hotel Liaison in regards to event management (A/V, food and beverage, room blocks, etc.).

Skills and Qualifications

SFWA recognizes all types of experiences and learning. Our primary goal is to hire individuals who learn quickly and support our creative community. The ideal candidate possesses a professional background of 5 or more years managing large scale, in-person events.

Requirements

Excellent project management skills.
Expertise with project management software such as BaseCamp.
Strong attention to detail.
Advanced communication skills, both written and verbal.
Strong leadership skills and a collaborative management approach.
Ability to work in a complex team environment.
Capacity to multitask and prioritize tasks.
Familiarity with writing communities and conventions.

Desired Qualifications

Experience working in non-profit organizations and supporting volunteers.
Familiarity with databases and spreadsheets, as well as Google Docs, MS Office, Canva, WordPress, and BaseCamp.
Mastery of events management and project management concepts, specifically in the area of stakeholder communication and volunteer management.
Experience and knowledge of the science fiction and fantasy genre.

Deadline for Applications

Until filled. Proposed start date is February 16, 2026.

How to Apply

SFWA is a 501(c)3 non-profit organization and an equal opportunity employer. We do not discriminate on the basis of race, gender identity, religion, color, sexual orientation, sex, marital/family status, national origin, age, physical ability, or income. We strongly encourage applicants within traditionally underrepresented and marginalized communities.

Email a cover letter and resume in a single file (MS Word or PDF files only) to jobs <at> sfwa <dot> org. Please include ‘Nebula Conference Project Manager’ in the subject line.

Please note all job applications will be reviewed by members of staff and the board at SFWA. No AI will be used in assessment of applicants. Additionally, the selected candidate will be required not to engage generative AI in the performance of their duties.

Thank you for your interest in working for SFWA!