Assistant Conference Producer

Role Overview

Research & Programm 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
• Research and build databases of target individuals suitable for speaking at events or attending advisory board meetings
• Identify targets according to:
• o Seniority level (e.g.
• CIO, CTO, CSO)
• o Geographic focus
• o Major companies within target markets
• o Client recommendations

Speaker Acquisition & Management

• Identify, approach, and secure senior-level approved speakers and industry experts
• Invite, follow up, and confirm approved speakers via LinkedIn, email, and phone
• Achieve agreed monthly speaker confirmation targets across assigned events
• Build and maintain strong relationships with speakers, sponsors, clients, and industry stakeholders
• Manage and maintain accurate speaker invitation trackers at all times
• Keep live event agendas updated with confirmed speakers and allocated sessions
• Collect professional bios and high-resolution speaker photos immediately upon confirmation
• Ensure event websites are continuously updated with speaker profiles and agenda changes
• Act as the main point of contact for all speaker communications regarding:
• o Event participation
• o Session content
• o Travel and accommodation arrangements
• o Event logistics and queries
• Assist with speaker travel budget allocation where required
• Collect and organize speaker documentation needed for local event licensing procedures
• Send detailed speaker briefing documents covering both content and logistics
• Ensure speakers are fully briefed and event-ready at least two weeks before the event
• Organize and attend Meet the Panel briefing sessions for moderators and panelists via Zoom or Microsoft Teams
• Ensure moderators distribute final discussion workflows ahead of sessions

Advisory Board Management

• Invite and secure approved advisory board participants through LinkedIn, email, and phone outreach
• Secure targeted attendance numbers for advisory board meetings conducted via Zoom or Microsoft Teams
• Coordinate meeting logistics including:
• o Sending Teams/Zoom invitations
• o Distributing agendas in advance
• o Managing confirmations and reminders
• Attend and record advisory board meetings where applicable
• Maintain accurate attendee records including:
• o Names
• o Job titles
• o Company details
• o Contact information
• Export and manage attendee data from meeting platforms where required
• Collect attendee bios and high-resolution photos and ensure prompt website updates

Event Project Management

• Manage event timelines, production schedules, and key deliverables
• Coordinate closely with sales, marketing, sponsorship, and operations teams
• Ensure all programm content and speaker deliverables are completed on time
• Maintain high standards of organization and communication throughout the production cycle
• Support onsite event delivery and attend events where required
• Assist the Content Director with ad hoc research, production tasks, and event support

Marketing & Website Coordination

• Work closely with the marketing team to support event promotion and audience engagement campaigns
• Prepare marketing brief for each event including event background, elevator pitch, target audiences, why they should attend, marketing taglines and agenda topics and features
• Ensure conference websites are consistently updated with the latest agendas, confirmed speakers, attendee information, and event announcements
• Upload and maintain accurate speaker bios, photos, session details, and advisory board information across event platforms
• Assist with the development and review of marketing copy including agenda descriptions, speaker highlights, email campaigns, and social media content
• Ensure all website content is accurate, professional, and aligned with brand standards and event timelines
• Support marketing initiatives by identifying compelling content and speaker announcements to help drive delegate registrations and engagement

Commercial Support

• Work closely with sponsorship and delegate sales teams to support event revenue goals
• Prepare sponsorship brief for each event detailing buyer seller categories with examples, why they should invest, specific leads generated through online and primary research, competitive event listings etc.
• Pass on weekly developments, agenda updates and new potential leads to sales team
• Help develop commercially attractive conference topics and speaker line-ups
• Support the creation of sponsorship opportunities aligned with program content
• Contribute to audience growth by inviting VIP delegates and speaker connections and overall event profitability

Required Skills & Competencies

• Strong research and analytical skills
• Excellent written and verbal communication
• Strong stakeholder and relationship management abilities
• Confidence engaging with senior executives and C-level decision-makers
• Ability to manage multiple projects and deadlines simultaneously
• Excellent organizational and time management skills
• Commercial awareness and understanding of B2B conference models
• High attention to detail and accuracy
• Proactive, adaptable, and solutions-oriented mindset
• Strong networking, negotiation, and follow-up skills

Preferred Experience

• Previous experience in conference production, events, media, or B2B conferences
• Experience engaging with senior executives and international stakeholders
• Familiarity with CRM systems, LinkedIn outreach, Zoom, and Microsoft Teams
• Experience working on international conferences or exhibitions is an advantage

Education

• Bachelor's degree in Business, Communications, Marketing, Journalism, Events, or related field