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Events and F+B Producer, TEDFest - Contract

This position is a short-term contract from December - May 2022

 

POSITION OVERVIEW

The Contract - Event and F+B Lead is a dynamic, experienced and self-motivated individual with the primary mission of fulfilling the full cycle of event management principles and processes in support of the of the TEDFest 2022 conference in Brooklyn, NY; a simulcast event for TEDx organizes which runs in parallel to TED2022 in Vancouver. You will have substantial working knowledge and experience of the event production industry, curiosity, desire for innovation and a passion for excellence.

This role takes in key responsibilities for the delivery of a broad program of world-class conference events, while maintaining the brand integrity of TED. You can expect to work on everything from data entry, researching trending venues and experiences, to working closely with key internal stakeholders to realise the social events including catering arrangements and event design at TEDFest 2022. You will have a proven track record with an ability to develop and maintain strong relationships with a large number of internal stakeholders, as well as an ability to work with and inspire individuals from diverse backgrounds.

QUALIFICATIONS/ SKILLS

  • Degree or diploma in event management, hospitality, project management or similar discipline or combination with relevant experience
  • 4+ years event management and planning experience required, with a demonstrated increase in responsibility in a client facing role
  • Extensive knowledge and demonstrated experience of social event production for large-scale events, with excellent verbal and written communication skills as well as interpersonal and negotiation skills
  • Strong analytical, strategic planning and creative problem-solving skills with a solution-oriented approach
  • Proven ability to work well under pressure, meet competing deadlines and work on multiple priorities simultaneously, with minimal supervision
  • A keenness and aptitude for working in deadline-oriented and fast-paced environments with strong attention to detail
  • Proficiency in MS office, Google Docs, and Airtable an asset

RESPONSIBILITIES

  • Lead the design, planning and onsite execution of the events and F+B program at TEDFest 2022 in the range of 50-500 people in the following areas: ofsite lunches and evening receptions; onsite breakfasts and staf/volunteer meals
  • Oversee the management of the in-kind snack and cofee program with the support of the Logistics Coordinator
  • Source and place orders for all related front and back of house needs (working with internal and external stakeholders in coordinating all event activation needs) including but not limited to: Decor, equipment rentals, Audio-visual, F+B, furniture, signage, etc.
  • Regular and consistent data entry, maintain bespoke online management systems such as Asana and Airtable; provide presentations and documents as required.
  • Creation of all event orders including but not limited to: room setup and foorplans, transportation, AV, decor, food and beverage, event services (electrical, IT, etc), stafng and signage, etc.
  • Liaise all aspects of vendor and venue relationships, including research, RFP and contracting processes, quality control, change orders, invoicing, updating TED databases and day-to-day communications.
  • Maintain regular and succinct communication, scheduling meetings with project stakeholders and team members.
  • Use project management software to administer, assign, track and report on all administrative and project tasks to ensure all events are delivered efciently, on schedule and to a high standard.
  • Assist in the development, maintenance, reporting, and reconciliation of conference budgets
  • Determine resources and stafng levels needed to execute events and work with stafng lead on procuring staf; help to train and lead onsite support staf.
  • Willingness to contribute to ensure the overall efectiveness of the team.

WORKPLACE CONDITIONS

  • General: Office environment
  • Physical: Repetitive movement of wrists, hands, and/or fingers
  • Mental/Visual: Concentrated mental and/or visual attention; work involves performing tasks to very close accuracy and quality specifications
  • Machines, Tools, Equipment, Electronic Devices, Computer Software, etc.: Ability to use common office equipment such as telephone, computer and copier. Computer programs to include MS Office, Mac programs, Google Docs, functional related databases
  • Travel: Upon request / as needed
  • Work days: Able to work long hours, evenings where required and weekends during pre-planning phase and onsite execution

This position requires a somewhat fexible schedule (with the ability to work longer hours, evenings + weekends in the pre-conference phase and onsite execution) and includes the potential for travel.


 

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