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Contractor - Event Producer

The Contract - Event Producer 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 TED conference events. You are well rounded with industry expertise in creating, designing, and bringing to life experiential exhibits and evening events.

This role takes on 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 activations and experiences, sourcing and securing a variety of services and goods, to working closely with key internal and external stakeholders to realise the exhibits and evening events program. 

QUALIFICATIONS/ SKILLS 

  • Degree or diploma in event management, hospitality, project management or similar discipline or combination with relevant experience
  • Direct experience with large-scale event production 
  • 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. 
  • Able to meet competing deadlines and work on multiple projects simultaneously, under minimal supervision.
  • The ability to exercise attention to detail.
  • A keenness and aptitude for working in deadline-oriented and fast-paced environments.
  • Must be proficient in: Google Docs, and Airtable.

RESPONSIBILITIES 

  • Support the Experience Production Manager in the design, planning and onsite execution of custom exhibits, activations and evening events in the range of 800-1400 people 
  • Research, source and place orders for all related front and back of house needs (working with internal and external stakeholders in coordinating activation needs) including but not limited to: Decor, fabrication, renders, equipment rentals, Audio-visual, 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 floorplans, transportation, AV, decor, event services (electrical, IT, etc), staffing 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 efficiently, on schedule and to a high standard.
  • Assist in the development, maintenance, reporting, and reconciliation of conference budgets
  • Determine resources and staffing levels needed to execute activations and work with the staffing lead on procuring staff; help to train and lead onsite support staff as required.
  • Willingness to contribute to ensure the overall effectiveness of the team.

 

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

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