Conference Operations & Production Associate

Ideas Change Everything.

We believe this to our core. And we’re proud to play a role in discovering, debating and sharing the best of them.

TED is devoted to curiosity, reason, wonder and the pursuit of knowledge — without an agenda. We welcome all who seek a deeper understanding of the world and connection with others, and we invite everyone to engage with ideas and activate them in your community.

TED is looking for a Conference Tech Associate to join the Conference Operations team. This is an opportunity to support the execution of world-class 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 mid-December 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 day-to-day 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

• 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 problem-solving skills with a solution-oriented 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

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.