Event Producer (REF190717)


This organisation’s Communities and Events team is responsible for organising a number of centrally run events and conferences. The event portfolio provides a key point of contact with members, as well as being an important source of income for the organisation. The team also manages our national, regional and special interest groups which are run by volunteers and offer events, networking opportunities, support and training.

The Event Producer will be responsible for working with stakeholders to research, design and curate the programmes for all centrally-run conferences, on a broad range of topics. As the role develops, there will also be the opportunity to take the lead on the logistics of a number of conferences, effectively project- managing the whole event from concept to completion.

Key responsibilities include:

  • Work with key stakeholders to lead on the production of content for the annual programme of events
  • Produce quality marketing materials and manage website for events produced
  • Maintain efficient procedures and clear communication with speakers, marketing partners and suppliers
  • Maintain an accurate database of speakers and other contacts for future use
  • Be responsible for topic generation, research and speaker acquisition for conferences:
    • Develop conference topics that are timely, relevant and focused
    • Develop topical and informative half day events that complement the main conference programme
    • Research topics thoroughly to establish commercial viability
    • Source, contact and secure leading speakers from across the sector
  • Maintain efficient procedures and clear communication internally and with all speakers, marketing partners and suppliers:
    • Provide an effective handover to the Events Manager and keep them apprised of any changes
    • Work effectively with Partnerships Manager to identify and source sponsors
    • Establish good working relationships and effective liaison with speakers, marketing partners and suppliers
    • Ensure that clear and traceable lines of communication are established between the Institute and all event partners
  • Work to expand the events portfolio:
    • Lead on research for new conference initiatives and technologies, including Apps and webinars
    • Research and evaluate new sources of commercial revenue for events
    • Research potential joint venture partners and arrange meetings where necessary
    • Constantly review the fundraising marketplace to source new areas of opportunity for managed events
    • Provide effective handover to Marketing Manager to follow up marketing partnership leads
  • Maintain an accurate database of speakers and other contacts for future use; to maintain updated records on Institute database of all speakers, marketing partners and suppliers

The candidate should be:

  • Able to demonstrate understanding of how to run and work on complex, large scale events and industry awards ceremonies
  • Able to undertake supplier research and demonstrate how to select an appropriate supplier
  • Able to demonstrate ability to working in a customer facing environment or to have dealt with a wide range of stakeholders
  • Demonstrable high level of competence and accuracy using Microsoft Office – particularly Word and Excel
  • Confident telephone manner and ability to quickly use variety of phone systems
  • Able to demonstrate ability to add and draw down data from data bases, and run reports – ideally from an event booking system
  • Able to demonstrate experience of working within a budget, helping to compile a budget
  • Able to demonstrate understanding of basic finance processes and how to maintain accurate filing systems
  • Experience of set up use of audio-visual equipment, and troubleshooting problems (ideally use of PowerPoint)
  • Able to organise self and others, planning ahead as appropriate
  • Able to write clear concise and professional e mails and other written communications
  • Able to talk fluently and influence a variety of stakeholders
  • Strong attention to detail and accuracy in all work
  • Ability to prioritise own workload, meet deadlines and work on own initiative
  • Able to work under pressure with ability to find creative solutions to unexpected issues
  • Diplomatic, energetic and calm under pressure
  • Flexibility and a desire to work in a co-operative, collaborative way with other individuals and teams within the organisation.