Event Producer

Summary

Join TED as an Event Producer to create and manage a program of unique offsite activities for our Vancouver conference. You will curate exciting events, handle vendor communications and logistics, and ensure a seamless TED experience. This is a 3-4 month fixed-term contract (January-April) paying $28-$32 per hour. Responsibilities include planning and producing 20-25 offsite activities, managing vendor relationships, data entry, budget reconciliation, and staff training. The ideal candidate has 3+ years of experience in event planning, strong project management skills, and proficiency in various software programs.

Requirements

• Degree or diploma in event management, hospitality, project management or similar discipline or combination with relevant experience
• 3+ years in an events role, with experience organizing similar activities at a DMC preferred
• Excellent verbal and written communication skills as well as interpersonal and negotiation skills
• Strong project management skills; ability to juggle multiple projects with competing deadlines and re-prioritize as needed
• Meticulous attention to detail
• Tech-savvy, fast learner of new tools
• Quantitative and qualitative analytical and problem-solving skills. Ability to identify customer pain points, troubleshoot, and know when to escalate, both in-person and online
• Must be proficient in: MS office, Google Docs, and Airtable

Responsibilities

• Support the Events + Experiences team in the design, planning and production of custom events
• Work collaboratively and respectfully across the TED Events department to incorporate the expertise and resources of other team members
• Source and place orders for all related front and back of house needs including F+B, transportation, furniture, signage, etc
• Regular and consistent data entry and maintenance of the Activity database tracking all of our events; provide presentations and documents as required; and use Airtable and other systems 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
• Support in the creation of all event orders including room setup and floorplans, transportation, AV, food and beverage, event services (electrical, IT, etc), staffing and signage, etc
• Support in all aspects of vendor and venue relationships, including research, and contracting processes, quality control, invoicing, updating TED databases and day-to-day communications
• Assist in the maintenance and reconciliation of conference budgets
• Work with staffing lead on procuring staff; create training materials for both online and offline staff training sessions and help to train and lead onsite support staff to ensure the success of the activities program
• Willingness to contribute where required to ensure the overall effectiveness of the team