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Short-term Contract - Event Producer (exhibits)

This is a short-term contract role for pre-production and onsite support at the Countdown Summit conference in Edinburgh, Scotland. You may be asked to work some or all of the onsite dates between Oct 8 - Oct 17, 2021

TED is looking for a Contract - Event Producer (exhibits) to join the Experience Production team. This is an opportunity for a contractor to support the production and execution of our Exhibits program at the Countdown Summit.

The  Contract - Event Producer is well rounded with industry expertise in creating, designing, and bringing to life experiential exhibits. You will have substantial working knowledge and experience of the events industry, a flair for creativity, project management and strategic thinking, a curiosity for innovation and a passion for excellence. 

You will support TED with sourcing and securing a variety of services and goods. The responsibilities will involve supplier and vendor research, presenting options and recommendations, support in contracting and pricing negotiations, and working with the TED Exhibits lead to deliver, execute, and fulfill on contracted services and goods. 

QUALIFICATIONS/ SKILLS 

  • Degree or diploma in event management, hospitality, project management or similar discipline or combination with relevant event experience
  • Demonstrated ability to leverage network and experience in supplier relations to deliver, execute and fulfill supplier and vendor contracts
  • Extensive knowledge of technical event production for large-scale events
  • Ability to sketch and/or draft creative concepts preferred 
  • Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach. 
  • Works well under pressure, able to meet competing deadlines and work on multiples projects simultaneously, under minimal supervision
  • Superior organizational skills, motivated and enthusiastic work style
  • Must be proficient in: MS office, Google Docs, and Airtable. 

RESPONSIBILITIES 

  • Work with TED experience production lead to bring exhibit concepts to life
  • Liaise with external vendors to provide creative sketches and renders for exhibits that require them
  • Act as main point of contact for exhibitor logistics
  • Assist with components of contracting approved vendors, including negotiation, contracting, and invoicing. 
  • Track, maintain, report and reconcile budgets of vendor contracts 
  • Liaise and maintain vendor relationships, ensuring accuracy and quality control. Maintaining change orders and day-to-day communications 
  • Provide consistent updates and progress reports to ensure projects are delivered efficiently and on schedule. 
  • Work with internal and external stakeholders in coordinating their activation needs
  • Source and lead custom bespoke exhibition builds and temporary structures
  • Source, consolidate and place orders for front of house needs, including but not limited to: Custom builds, decor, fencing, flooring, florals, furniture, signage, structures, tenting, walls, etc.
  • Consolidate orders for back of house technical needs, including: AV, computers, electrical, IT, lighting, plumbing, radios and rigging 
  • Complete all necessary logistics as required, including but not limited: Shipping, deliveries, load-in and load-out logistics, setup and tear-down, and production schedules
  • Input and update event details and maintain event databases, presentations and other documents on a regular and ongoing basis
  • Reconcile budgets and report back findings at the end of the event
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