Assistant Conference Producer | Ventures Connect

Role Summary

Role Overview
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We are looking for a proactive and commercially minded Conference Producer to help lead the research, development, and delivery of high-quality conferences. The ideal candidate will be responsible for assisting in creating compelling agendas, securing senior-level speakers and attendees, and ensuring each event delivers strong value for delegates, sponsors, partners, and stakeholders.

• Research & program development: help research industry trends, market developments, and audience needs; help develop commercially viable conference agendas and event concepts; identify key discussion topics and emerging market opportunities; conduct competitor analysis and market mapping of industries into buyer and seller chains
• Identify targets: according to seniority level (e.g., CIO, CTO, CSO), geographic focus, major companies within target markets, and client recommendations
• Speaker Acquisition & Management: identify, approach, and secure senior-level approved speakers and industry experts; invite, follow up, and confirm speakers via Linked In, email, and phone; achieve agreed monthly speaker confirmation targets; build and maintain strong relationships with speakers, sponsors, clients, and industry stakeholders; manage speaker invitation trackers; keep live event agendas updated with confirmed speakers and allocated sessions; collect bios and high‑resolution speaker photos;
  
  ensure event websites are updated with speaker profiles and agenda changes
• Speaker logistics communications: act as main point of contact for all speaker communications regarding event participation, session content, travel and accommodation, and event logistics and queries
• Speaker travel and session readiness: assist with speaker travel budget allocation; collect and organize speaker documentation for local event licensing procedures; send detailed speaker briefing documents; ensure speakers are fully briefed at least two weeks before the event; organize and attend Meet the Panel briefing sessions for moderators and panelists; ensure moderators distribute final discussion workflows ahead of sessions
• Advisory Board Management: invite and secure approved advisory board participants; secure targeted attendance numbers for advisory board meetings conducted via Zoom or Microsoft Teams; coordinate meeting logistics (invitations, agendas, confirmations, reminders); attend and record advisory board meetings where applicable; maintain accurate attendee records (names, job titles, company details, contact information); export and manage attendee data from meeting platforms; collect attendee bios and high-resolution photos and update the website promptly
• Event Project Management: manage event timelines, production schedules, and key deliverables; coordinate with sales, marketing, sponsorship, and operations teams; ensure all program content and speaker deliverables are completed on time; maintain high standards of organization and communication; support onsite event delivery and attend events as required; assist the Content Director with ad hoc research, production tasks, and event support
• Marketing & Website Coordination: work with marketing to support event promotion and audience engagement; prepare marketing briefs including event background, elevator pitch, target audiences, why to attend, marketing taglines, and agenda topics; ensure conference websites are updated with latest agendas, confirmed speakers, attendee information, and event announcements; upload and maintain speaker bios, photos, session details, and advisory board information; assist with marketing copy for agenda descriptions, speaker highlights, emails, and social media;
  
  ensure website content is accurate and aligned with brand standards and timelines; support marketing by identifying compelling content and speaker announcements to drive registrations and engagement
• Commercial Support: collaborate with sponsorship and delegate sales teams to support revenue goals; prepare sponsorship briefs detailing buyer/seller categories, investment rationale, leads generated, and competitive listings; relay weekly developments, agenda updates, and…