WHAT DOES AN EVENT PRODUCER DO?

Published: Mar 5, 2025 – The Event Producer conducts thorough research and communication with industry leaders to develop relevant event topics, sub-themes, and speaker selections. This role involves collaborating with Account Management and Content teams to align event content with member needs and achieve quality targets set by the Programme Director. The producer also identifies key issues, potential speakers, and technical partners while analyzing competitor events to ensure unique and engaging event experiences.

A Review of Professional Skills and Functions for Event Producer

1. Event Producer Job Description

  • Client Relations: Work with clients and teams to develop event solutions that reach clients’ objectives.
  • Communication: Liaise with clients to collate all required information to ensure flawless production.
  • Virtual Event Management: Work with virtual event platforms to ensure they meet the requirements of the client.
  • Agility: Be agile and have the ability to manage multiple events.
  • Project Management: Utilise project management software to produce project timelines and coordinate workload accordingly.
  • Collaboration: Work closely with the production and design team to ensure all needs are met.
  • Service Level Management: Monitor and achieve SLA’s (Service Level Agreements) throughout the process.
  • Relationship Building: Develop close professional relationships with clients to best understand their objectives, values, and brand.
  • Problem Solving: Ensure clarity throughout the project, as well as spot opportunities to add value.
  • Travel Coordination: Travel to locations for site visits, kickoff meetings, and post-event feedback sessions.
  • Technical Briefing: Deliver technical briefings to guest speakers.
  • Event Production: Produce technical briefing checklists, call sheets, and production plans.

2. Event Producer Overview

  • Feedback Management: Collate post-event feedback for the team.
  • Business Development: Increase repeat business with clients and spot sales opportunities.
  • Virtual Event Management: Deliver virtual event tech rehearsals with the support of live stream engineers.
  • Team Management: Understand resource requirements and manage the team accordingly.
  • Live Streaming Knowledge: Understand live streaming and maintain a close working relationship with Live Stream Engineers.
  • On-site Management: Location and on-site management.
  • Risk Management: Assess technical and on-site health and safety risks, be alert for live issues on event days, and be primed to react accordingly.
  • Process Improvement: Develop internal process and best practice guidelines.
  • Sales Support: Support the sales team in client consultations and help to quote for event enquiries.
  • Industry Awareness: Keep up to date with developments in the industry and share internally, especially with the Marketing team.

3. Event Producer Details and Accountabilities

  • Customer Support: Daily customer communication support and management.
  • Meeting Management: Manage meetings effectively, provide supporting documentation, and align stakeholders.
  • Process Improvement: Improve project and process efficiencies while improving team goals.
  • Team Management: Manage team goals and program-related metrics.
  • Project Management: Work on defined cross-functional projects with increased ambiguity.
  • Risk Management: Spot risks, ask the right questions, and escalate appropriately.
  • Skill Development: Search out opportunities to help others improve skillsets and knowledge base.
  • Communication: Email collaborators, reply to any requests, and follow up on conversations.
  • Scheduling: Book meetings and arrange calls.
  • Data Management: Update spreadsheets and internal system.
  • Administrative Support: Take responsibility for admin and project reporting.

4. Event Producer Additional Details

  • Client Relationship Management: Maintaining and fostering positive client relationships throughout the entire team.
  • Collaboration: Sharing client/project information and challenges with colleagues (and joy) to foster a mutually supportive environment.
  • Industry Knowledge: Understanding and keeping up with the client's business and industry.
  • Client Expectation Management: Managing client expectations on budget, timelines, project progress, etc.
  • Budget Management: Developing budgets and working with creative, production, and technical teams to adequately scope for the project.
  • Project Tracking: Providing weekly updates on hours/budget within each project, pulling weekly reports on timekeeping program.
  • Vendor Management: Creating and managing purchase orders (POs)/deal memos for vendors.
  • Invoice Approval: Approving vendor/contractor invoices against budgeted line items.
  • Event Production Insight: Provide insight on production aspects of complex virtual, hybrid, and experiential events.
  • Team Leadership: Lead production teams through the virtual event execution process.
  • Logistics Management: Managing production logistics and deliverables, including crew travel/accommodations (travel/load in and out/rehearsals/show) and room allocations, based on the client-approved scope.

5. Event Producer Essential Functions

  • Site Inspection: Attending site inspections and producing live productions when applicable.
  • Project Setup: Setting up projects with clear objectives in the project management system and upkeeping schedules, tasks, and budgets.
  • Team Management: Management of assigned teams (production, creative, technical) and workflows as per approved SOWs/budgets.
  • Meeting Coordination: Setting up meetings and agendas, regular check-ins.
  • Project Briefing: Developing project briefs for each kick-off meeting.
  • Creative Leadership: Overseeing and driving creative excellence and brand integrity within the project both internally and externally.
  • Production Oversight: Oversee and fill out pertinent production workbook details.
  • Timeline Management: Establishing and communicating timelines and expectations with internal staff in line with client expectations.
  • Client Communication: Communicating and sharing project timeline calendars with the client for review/approval.
  • Asset Management: Retrieving and providing the required assets for projects and maintaining the approved file structure in Google Drive.

6. Event Producer Role Purpose

  • Communication: Communicate by phone and email with members and key industry figures to determine the validity of topics, sub-themes, timings, speakers, etc., and distill member requirements into a program of compelling and relevant meetings and content.
  • Industry Knowledge: Demonstrate an understanding of current C-Suite challenges and particular issues for department leaders.
  • Collaboration: Work closely with the Account Management and Content team to research to ensure Winmark products and services meet member requirements.
  • Quality Delivery: Deliver on meeting and content quality targets set by the Programme Director.
  • Event Rationale: For all events, provide a rationale of the topic and why it is relevant.
  • Member Engagement: Demonstrate how and why the event will encourage the participation of existing members and attract prospects.
  • Speaker Identification: Identify potential speakers and event chairs.
  • Issue Identification: Identify the key issues to be addressed by the event.
  • Competitor Research: Research competitor events to highlight potential conflicts or overexposure.
  • Partnership Identification: Identify potential technical partner involvement in events.

7. Event Producer Responsibilities

  • Partnership Development: Create relationship-building opportunities for Technical Partners in the programme that add value for members and help secure partner renewals.
  • Event Coordination: Write session descriptions, invite speakers, assist in organising the event, and arrange and lead all prep meetings with speakers and chairs.
  • Stakeholder Liaison: Liaise with stakeholders to produce post-event materials and recordings and ensure they are circulated appropriately.
  • Marketing Support: In liaison with the Sales and Marketing teams, support high-quality and timely marketing of events and related campaigns.
  • CRM Management: Ensure prospects and leads are captured on CRM.
  • Financial Management: Assist in budgeting, financial, and cash management for events where necessary.
  • Feedback Management: Ensure event feedback forms are sent to attendees.
  • Feedback Review: Review the feedback, and where necessary, report to management.
  • Post-event Reporting: Carry out post-event reports and analysis for the Winmark Senior Management team.
  • Additional Duties: Undertake such other duties as set out by the Programme Director.
Relevant Information
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