Conference Operations Production Associate

TED is looking for a Conference Tech Associate to join the Conference Operations team. This is an opportunity to support the execution of worldclass conference events. You will have working knowledge and experience of the events industry a flair for project management and strategic thinking a curiosity for innovation and a passion for excellence. 

A successful candidate for this position is well rounded with industry expertise in event production needs including; rentals purchases services etc. with a focus on technology needs to include but not limited to; electrical and IT AV and computer/printer rentals simulcast plan and deployment crew management and more. 

This is a contract position starting midDecember 2024 and ending in April 2025. The successful candidate will be paid a flat contract rate based on $40/hr. 

RESPONSIBILITIES 

Coordinate electrical and IT requirements:

• Collecting electrical and IT requirements for all conference teams
• Ensuring proper electrical and IT infrastructure is in place at the venue
• RFP and manage electrical and IT vendors
• Oversee onsite installation and execution of all electrical and IT infrastructure

Coordinate AV lighting and computer/printer orders:

• Collecting all AV lighting and computer/printer orders for all conference teams
• RFP and manage AV lighting and computer/printer vendors
• Oversee onsite installation and execution of all AV lighting and computer/printer orders

Coordinate simulcast plan and requirements:

• Collecting simulcast screen and sound needs for allocated spaces
• Manage the collection of the monitors to and from site
• Oversee the build of stands and monitors for distribution
• Oversee onsite installation and execution of the simulcast plan 
• Work with the production team to ensure correct visual and sound feeds are distributed
• Source and implement closed captioning
• Source rent or purchase and implement alternative simulcast equipment for example; LED screens sound equipment etc.

Source vendors and suppliers and work with preferred vendors as outlined by TED:

• Generators and electrical equipment
• AV equipment
• Computers and printers
• Simulcast equipment

Liaise and maintain vendor relationships ensuring accuracy and quality control maintaining change orders and daytoday communications 

Develop upkeep report and reconcile conference budgets and vendor invoices

Ensure projects are delivered efficiently and on schedule providing consistent updates and project progress as necessary (meetings written requests etc.)

Input and update event details and maintain event databases presentations and other documents on a regular and ongoing basis 

Complete operational and administrative functions 

Adhere to branding and identity guidelines

Qualifications :

• Degree or diploma in event management hospitality project management or similar discipline or combination with relevant experience
• Strong understanding of large scale event execution from a tech perspective
• Demonstrated experience of contract negotiation and vendor management
• Demonstrated ability to leverage network and experience in supplier relations to deliver execute and fulfill supplier and vendor contracts
• 5 years of direct event experience with a demonstrated increase in responsibility
• Effective interpersonal skills including verbal and written communications 
• Strong analytical strategic planning and creative problemsolving skills with a solutionoriented approach. 
• Able to meet competing deadlines and across multiples projects
• Superior organizational skills motivated and enthusiastic work style
• Must be proficient in: Microsoft Office Google Docs and Airtable

Additional Information :

This role is open to citizens of Canada and the US. Please include a cover letter outlining your expereince and why you feel you are the best person for this role. 

All your information will be kept confidential according to EEO guidelines.

TED Conferences LLC is an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability status protected veteran status or any other characteristic protected by law. We invite all qualified candidates to apply online with their cover letter (no more than one page) and resume.

Remote Work :

Yes

Employment Type :

Contract