Conference Manager

VAP Group; Dubai; On-site; AED 180,000 - 300,000; Full time

Job summary

VAP Group is seeking an experienced events producer to manage end-to-end production of in-person conferences and summits in Tech, Web3, AI, or Gaming from planning through on-site delivery.

You will coordinate agendas, session tracks, and speaker briefings, while serving as main contact for venues, AV providers, and vendors. The role requires on-site presence, long days, and travel as needed in Dubai.

Qualifications

• 4+ years of experience in conference or event production, with exposure to Tech, Web3, AI, or Gaming events.
• Strong organizational and multitasking skills, with the ability to manage multiple moving parts under tight timelines.
• Experience coordinating with venues, AV vendors, and production crews.
• Comfortable working on-site during live events, including long days and travel as needed.
• Clear written and verbal communication skills, including speaker and vendor coordination.
• General familiarity with trends and key players across Tech, Web3, AI, or Gaming.
• Experience managing budgets and vendor relationships.
• Ability to stay calm and solve problems under pressure during live show execution.
• Proficiency with event management and scheduling tools.
• Prior experience supervising junior staff or on-site teams is a plus.

Responsibilities

• Manage the end-to-end production of in-person conferences and summits within the Tech, Web3, AI, or Gaming space, from planning through on-site delivery.
• Coordinate agendas, session schedules, and stage tracks in line with event goals and audience interests.
• Support the sourcing, briefing, and on-site management of speakers, panelists, and moderators.
• Serve as the main point of contact for venues, AV providers, and other production vendors.
• Build and maintain run-of-show documents, floor plans, and detailed production timelines.
• Oversee on-site logistics across stages, breakout rooms, and expo areas, ensuring sessions run on schedule.
• Manage rehearsals, tech checks, and day-of troubleshooting to ensure smooth execution.
• Coordinate with marketing and sponsorship teams to align programming with branding and sponsor deliverables.
• Track budgets and expenses related to production, staging, and vendor services.
• Manage a small team of coordinators or on-site staff during event build and show days.
• Collect post-event feedback and production notes to improve future events.
• Stay informed on trends and key developments across Tech, Web3, AI, or Gaming to support relevant programming.

Skills

Event production

Budget management

Vendor coordination

On-site management

Team supervision

Excellent communication

Tools

Event management tools

Job description

Responsibilities

• Manage the end-to-end production of in-person conferences and summits within the Tech, Web3, AI, or Gaming space, from planning through on-site delivery
• Coordinate agendas, session schedules, and stage tracks in line with event goals and audience interests
• Support the sourcing, briefing, and on-site management of speakers, panelists, and moderators
• Serve as the main point of contact for venues, AV providers, and other production vendors
• Build and maintain run-of-show documents, floor plans, and detailed production timelines
• Oversee on-site logistics across stages, breakout rooms, and expo areas, ensuring sessions run on schedule
• Manage rehearsals, tech checks, and day-of troubleshooting to ensure smooth execution
• Coordinate with marketing and sponsorship teams to align programming with branding and sponsor deliverables
• Track budgets and expenses related to production, staging, and vendor services
• Manage a small team of coordinators or on-site staff during event build and show days
• Collect post-event feedback and production notes to improve future events
• Stay informed on trends and key developments across Tech, Web3, AI, or Gaming to support relevant programming

Qualifications

• 4+ years of experience in conference or event production, with exposure to Tech, Web3, AI, or Gaming events
• Strong organizational and multitasking skills, with the ability to manage multiple moving parts under tight timelines
• Experience coordinating with venues, AV vendors, and production crews
• Comfortable working on-site during live events, including long days and travel as needed
• Clear written and verbal communication skills, including speaker and vendor coordination
• General familiarity with trends and key players across Tech, Web3, AI, or Gaming
• Experience managing budgets and vendor relationships
• Ability to stay calm and solve problems under pressure during live show execution
• Proficiency with event management and scheduling tools
• Prior experience supervising junior staff or on-site teams is a plus