Conference Manager - Production Management & Marque Content (6+ years of experience in Speaker Management and conference production)
Gartner
- Gurgaon, Haryana
- Permanent
- Full-time
- Support the project management and localization for the delivery of Gartner’s highest-level keynote sessions by partnering and collaborating with internal stakeholders in Conferences and Research & Advisory as well as external vendors across multiple Conference portfolios
- Support and contribute feedback on the creation of best practices to support live conference production planning processes, budget management and contingency planning
- Schedule, participate in/lead pre-event and onsite global meetings, which may be out of standard operating hours at times
- Prepare routine correspondence and forms, such as internal and external briefing documents, logistics arrangements, on-site expectations, script management instructions and others as needed
- Coordinate pre-event and on-site logistics including rehearsal scheduling, rehearsal logistics, AV setups, crew catering, and other on-site activities as required
- Work with portfolio lead to meticulously track and prepare versions of scripts and graphics for delivery at Conferences within region (APAC/India)
- Manage and communicate with internal and external partners such as AV agencies, creative agencies, speaker/performance coaches, freelancers, writers, etc.
- Effectively engage at every level of the organization and across multiple departments
- Guide key stakeholders through the entire production process and become their trusted partner
- Ensure the content produced meets the needs of the key stakeholders
- Participate in and lead virtual and onsite rehearsals with key stakeholders, including C-Level management, which requires the ability to seamlessly partner and lead highly valuable relationships
- Implement global consistencies and roll out of PEMC initiatives within region
- Be highly skilled in handling multiple complex and concurrent projects
- Thoroughly debrief and document completed conferences and projects while focusing on best practices for continuous growth and improvement
- Support internal/corporate events periodically as the calendar permits
- Support roll out and ensure accurate use of production projects, such as video assets, presentation graphics, scenic development, etc. in partnership with external partners and vendors
- Understand and uphold Gartner’s brand with all assets created, which includes managing creative partners and vendors accordingly
- Collaborate with internal/external partners and vendors on the production of localized visual assets
- Communicate with stakeholders globally and confirm requirements for all onsite delivery assets including staging, scenic, graphics, audio, animation and all creative media components
- Budget and Timeline Management:
- Meticulously track the budget and expenses by collecting and reviewing vendor invoices
- Propose areas for investment and communicate globally with internal and external partners on financial decisions
- Create and manage production schedule and key milestones, while knowing how and when to flag and at-risk milestones
- High scores from clients on keynote sessions in each region
- Flawless client experience – continual understanding of attendees’ key priorities and map back to those metrics
- Build and maintain excellent working relationships – internally and externally
- Achievement of financial objectives
- Engagement and effective management of suppliers/global partners
- Exceptional operational efficiency
- Bachelor’s degree or equivalent preferred
- 5+ Years of Event Management experience, preference for AV/Production experience and Speaker Management
- Effective project management, budget, team, and time management skills
- End-to-end understanding of live conference production and creative content creation desirable
- Collaborative with strong interpersonal and relationship-building skills especially with senior-level professionals, cross-functionally and with agency partners
- Client-focused - superior customer service skills
- Global experience preferred – APAC and Japan
- Excellent communication and presentation skills
- Strategic thinker, self-motivated, solution-oriented
- Passionate, curious, creative and innovative
- Willingness to travel globally - attend Gartner Conferences to lead operational requirements (roughly 6 – 10 on-site roles per year)