Conference Producer

Location:

Gurgaon
Mode:  Full time
Industry:  Events & Association Management

Experience:

5–8 years

Role Overview
We are seeking an experienced and strategic  Conference Producer  to lead the development and delivery of high-level corporate and association events, including annual conferences, leadership summits, policy forums, member meetings, webinars and executive round tables.
The ideal candidate will be responsible for shaping event content strategy, managing stakeholder relationships (corporate leaders, association boards, policymakers, sponsors, and members), and ensuring seamless execution aligned with organizational objectives and brand standards.
This role requires strong commercial awareness, governance sensitivity, and the ability to manage senior stakeholders.

Key Responsibilities
Strategic Conference Design & Content Development
Develop conference themes aligned with corporate strategy or association priorities.
Conduct market and member research to identify relevant topics and trends.
Design high-impact agendas (keynotes, executive panels, technical sessions, workshops, AGM components).
Ensure programming aligns with board objectives and sponsor expectations.
Integrate policy, industry, and regulatory considerations where relevant.

Senior Stakeholder & Speaker Management
Identify and secure C-suite executives, board members, policymakers, industry leaders, and subject matter experts.
Draft high-level invitation letters and briefing materials.
Liaise with executive offices and protocol teams where necessary.
Manage speaker preparation, talking points, and rehearsal coordination.
Maintain professional engagement with association members and committees.

Member & Sponsor Integration
Collaborate with membership teams to ensure event relevance and member value.
Work closely with sponsorship/sales teams to integrate sponsor deliverables into the program.
Ensure compliance with association governance policies.
Support retention and engagement strategies through event programming.

Project & Production Management
Develop and manage detailed production timelines.
Coordinate with operations teams on venue, AV, branding, compliance, and security.
Oversee live session flow, speaker transitions, and protocol management.
Ensure risk management and contingency planning.
Manage hybrid and virtual event components where applicable.

Financial & Commercial Oversight
Develop and manage conference budgets.
Work toward revenue targets (registrations, sponsorship, partnerships).
Monitor financial performance and cost control.
Prepare post-event financial and performance reports.

Marketing & Communications Collaboration
Provide program content for promotional materials and website copy.
Contribute to thought leadership positioning of the event.
Support outreach to corporate members and industry networks.
Assist in media coordination where required.

Qualifications & Experience
Bachelor’s degree in Business, Communications, Event Management, Public Policy, or related field.
5+ years of experience producing corporate or association conferences.
Proven experience managing senior-level stakeholders (C-suite, board members, policymakers).
Strong research, writing, and content development skills.
Excellent negotiation and relationship management skills.
Experience working within governance-driven environments.
Budget management and commercial exposure.