Job Description: Conference Producer at CIO News.
Position Title: Conference Producer
Department: Event Management
Reports To Location: Mumbai / Delhi / Bangalore
Job Type: Full-time
Summary: The Conference Producer is responsible for the end-to-end planning, coordination, and execution of conferences. This role involves developing conference agendas, sourcing speakers, managing event logistics, and ensuring the overall success of the event. The ideal candidate will have strong project management skills, excellent communication abilities, and experience in event planning.
Key Responsibilities:
1. Conference Planning and Development:
- Research and identify trending topics and themes relevant to the target audience.
- Develop comprehensive conference agendas that address industry challenges and opportunities.
- Collaborate with internal teams to align conference content with the company's strategic goals.
2. Speaker Sourcing and Management:
- Identify, approach, and secure high-profile speakers and industry experts.
- Coordinate speaker schedules, contracts, and presentation requirements.
- Serve as the primary point of contact for speakers, ensuring they are well-prepared and supported.
3. Content Creation and Management:
- Create and manage conference content, including session descriptions, speaker bios, and promotional materials.
- Oversee the development of conference materials such as programs, presentations, and handouts.
- Ensure all content is accurate, engaging, and aligned with conference objectives.
4. Logistics Coordination:
- Plan and manage all logistical aspects of the conference, including venue selection, catering, AV setup, and on-site staffing.
- Coordinate with vendors and service providers to ensure smooth execution of conference logistics.
- Develop and maintain detailed project plans, timelines, and checklists.
5. Marketing and Promotion:
- Work closely with the marketing team to develop and implement promotional campaigns for the conference.
- Assist in creating marketing materials such as brochures, emails, social media posts, and website content.
- Monitor registration and attendee engagement, adjusting marketing strategies as needed.
6. Budget Management:
- Develop and manage conference budgets, ensuring cost-effective use of resources.
- Track and report on conference expenditures, identifying opportunities for cost savings.
- Ensure all financial aspects of the conference are well-documented and within budget.
7. On-Site Event Management:
- Oversee the on-site execution of the conference, ensuring all aspects run smoothly.
- Manage on-site staff and volunteers, providing clear instructions and support.
- Address and resolve any issues or emergencies that arise during the event.
8. Post-Event Evaluation:
- Conduct post-conference evaluations, gathering feedback from attendees, speakers, and sponsors.
- Analyze event data to identify successes and areas for improvement.
- Prepare comprehensive post-event reports and make recommendations for future conferences.
Qualifications:
- Bachelor's degree in Event Management, Communications, Marketing, or a related field.
Minimum of 2-3 years of experience in conference production, event planning, or a similar role.
Strong project management and organizational skills.
Excellent communication, negotiation, and interpersonal skills.
Ability to manage multiple tasks and deadlines simultaneously.
Proficiency in event management software and Microsoft Office Suite. Flexibility to travel and work evenings orweekends as required by event schedules.
Working Conditions:
- This role requires occasional travel to attend and oversee conferences.
Must be able to work in various environments, including indoor and outdoor venues.
Ability to handle physical tasks related to event setup and teardown.
