CONFERENCE PRODUCER (Large scale events)

Descripción de la vacante

Title: Conference Producer

Reporting Line: Programming Director

Location: Venezuela

Languages: English & Spanish

Job Purpose

The Conference Producer is responsible for researching, developing, and delivering

commercially successful conference agendas that address key market challenges and

trends. The role focuses on identifying relevant industry topics, securing high-quality

speakers, managing speaker relations, and ensuring the seamless execution of event

content from concept through to delivery.

The Conference Producer will work closely with Sponsorship Sales, Marketing, Operations,

Content, and IT teams to create compelling programs that attract delegates, sponsors, and

industry leaders while driving event profitability and customer satisfaction.

Key Responsibilities

Conference Research & Content Development

• Conduct extensive market research to identify emerging trends, industry

challenges, opportunities, and commercial themes.

• Carry out a minimum of 20 buy-side and sell-side research calls per event to gather

market intelligence and validate program topics.

• Read and analyze industry publications, reports, and news articles to stay informed

of sector developments.

• Develop comprehensive research summaries and translate findings into

commercially viable conference agendas.

• Create, update, and maintain event programs and agendas across all platforms,

including websites, mobile applications, marketing collateral, and internal

documents.

• Ensure each agenda contains at least 75% new speaker representation, limiting

repeat speakers to a maximum of 25%.

Speaker Acquisition & Management

• Identify, recruit, and secure industry-leading speakers, moderators, chairpersons,

and panelists.

• Prepare and coordinate speaker invitation letters and confirmation documentation.

• Collect and manage speaker biographies, photographs, presentation titles, and

session information.

• Build and maintain strong relationships with speakers and industry stakeholders.

• Coordinate introductions between panelists and moderators to ensure wellstructured

discussions.

• Assemble and distribute speaker manuals, briefing packs, and logistical

information.

• Maintain regular communication with speakers to ensure high levels of engagement

and event readiness.

Stakeholder Coordination

• Liaise with Marketing, Content, and IT teams to ensure speaker profiles, event

agendas, and promotional content are accurately published across all channels.

• Collaborate with sponsorship and sales teams to identify speaking opportunities for

sponsors and potential commercial partners.

• Provide qualified sponsorship leads and referrals generated through research and

speaker outreach activities.

• Work closely with operations teams to ensure program requirements are delivered

successfully on-site.

CRM & Administration

• Accurately capture and maintain speaker and stakeholder information within

Hub Spot.

• Create and manage speaker confirmations, contacts, and deal records.

• Maintain up-to-date speaker databases and communication records.

• Track speaker confirmations, agenda progress, and production milestones.

Event Delivery & Performance Analysis

• Support event delivery by ensuring all speakers are fully briefed and prepared.

• Monitor session performance and collect event analytics.

• Analyze attendee feedback and satisfaction data to identify future program

opportunities.

• Produce post-event content insights and recommendations for subsequent events.

Research

• Complete a minimum of 20 buy-side and sell-side research calls per event.

• Review at least 5 industry articles or reports per week.

• Produce comprehensive market research summaries for each event.

Agenda Development

• Secure the required number of speakers (typically 30–50 depending on event size) at

least 16 weeks prior to the event date.

• Maintain a minimum ratio of 75% new speakers and a maximum of 25% repeat

speakers.

• Generate 5–7 qualified sponsorship referrals per event for the sales team.

Speaker Engagement & Event Execution

• Achieve at least 80% speaker engagement throughout the event lifecycle.

• Ensure all speaker materials and logistics documentation are completed within

agreed deadlines.

• Facilitate successful coordination between speakers, moderators, and

chairpersons.

Event Performance

• Achieve attendee satisfaction scores of 8/10 or higher.

• Gather and analyze session performance data to inform future event topics.

• Contribute to increased sponsorship opportunities and event revenue growth.

Qualifications

• Bachelor's Degree or Diploma in a related field.

• 2 or more years’ experience in conference production, event content

development, research, or a related environment.

• Experience recruiting and managing senior-level speakers and industry

stakeholders.

• Proven ability to develop commercially successful conference programs.

• Fluency in English and Spanish.

Skills & Competencies

• Knowledge of the energy industry is advantageous.

• Excellent research and analytical skills.

• Strong commercial awareness and understanding of conference production.

• Exceptional written and verbal communication skills.

• Stakeholder management and relationship-building ability.

• Strong project management and organizational skills.

• Ability to work to tight deadlines and manage multiple projects simultaneously.

• High attention to detail.

• CRM experience (preferably Hub Spot).

• Proficiency in Microsoft Office and event management systems.