Conference Producer

Messe Muenchen India; Mumbai; On-site; INR 1,000,000 - 1,500,000; Full time

Job summary

A leading conference organization in Mumbai is seeking a Senior Conference Producer to manage their B2B conference portfolio from agenda creation through to onsite delivery. The ideal candidate will have a background in conferencing and project management, with at least 2-3 years of team management experience. Responsibilities include securing speakers, drafting communications, collaborating with marketing, and overseeing audience acquisition. Candidates should have strong communication skills, proficiency in Excel and PowerPoint, and the ability to manage multiple tasks effectively.

Qualifications

• Conferencing background preferred with proficiency in project management for B2B trade conferences.
• Minimum work experience of 2-3 years in team management.

Responsibilities

• Take ownership of the event concept and execute the project plan.
• Manage and confirm speakers and ensure content alignment.
• Draft tailored communication for stakeholders.
• Collaborate with marketing and design teams for promotion.
• Guide audience acquisition staff and oversee performance.
• Ensure onsite operational requirements are met.

Skills

Effective communicator

Respected written skills

Comfortable with Excel

Comfortable with PowerPoint

Organized and capable of data management

Job description

Role Overview

We are seeking a high-caliber, deadline-driven Senior Conference Producerto take full ownership of our B2B conference portfolio from the post-agenda creation stage through to successful onsite delivery. This is a "cradle-to-grave" execution role that demands a unique blend of strategic marketing, speaker procurement, and meticulous project management.

The ideal candidate is a disciplined professional who thrives under pressure, maintains an assertive yet professional demeanor, and possesses the "thick skin" required to navigate the uncertainties of live event production.

Description:

Core Responsibility

To take ownership of an established event concept and execute a comprehensive project plan that secures high-caliber speakers, drives audience acquisition, supports revenue targets, and ensures flawless onsite delivery.

Key Deliverables & Performance Areas

1. Speaker Management & Programming

• Transform the provided agenda into a finalized, session-wise speaker line‑up.
• Identify, invite, and confirm industry thought leaders, C‑suite executives, and government officials.
• Brief speakers on session themes to ensure content alignment with the event’s value proposition.

2. Strategic Communication & Copywriting

• Draft tailored, high-conversion communication for all stakeholders, including:
  • Delegates: Direct mailers and registration pushes.
  • Sponsors: Value‑driven pitch letters and fulfillment updates.
  • VIPs/Government: Formal invitations and protocol‑heavy correspondence.
  • Barter Partners: Mutually beneficial association/media proposals.

3. Marketing & Design Liaison

• Collaborate with the Event Lead to develop a multi‑channel marketing plan.
• Act as the primary interface for Marketing and Design teams to produce all collateral (website, brochures, digital creatives, and leaflets).
• Ensure all assets are brand‑consistent and delivered according to the project timeline.

4. Sales Enablement

• Empower the sales team by providing the "ammunition" needed to hit revenue targets.
• Create and update sales kits, updated programme notes, and data‑driven briefing documents.
• Maintain a constant feedback loop with sales to refine messaging based on market response.

5. Audience Acquisition & Team Leadership

• Oversee and mentor audience acquisition staff to ensure delegate targets are met.
• Direct Management: Guide staff on verbal pitching techniques, email outreach, and database hygiene.
• Tracking: Conduct daily and weekly audits of progress, adjusting tactics to bridge any gaps in registration numbers.

6. Operational Oversight

Serve as the bridge between the "vision" and the "floor".

Guide the Operations team on onsite requirements, including stage flow, signage placement, and VIP handling.

Ensure the physical environment reflects the prestige and messaging of the programme.

Non-negotiable requirement

• Conferencing background preferred with demonstrated proficiency in project management for a B2B trade conference.
• Minimum work experience preferably of 2-3 years in team management.

Skillsets desired

• Effective communicator.
• Respectable written skills.
• Comfortable with Excel & PowerPoint.
• B2B trade programmes demand comfort with preparation of lists, data, sorting, filtering, smart‑mining of information – you should be capable & organised enough to prepare, draft & furnish information in an intelligible, comprehensible & actionable manner.
• A marketeer’s mindset – being able to provide insightful inputs to a marketing & design team to tailor content (mailers or design creatives) so that we may draw in delegate participation, accrue revenue from sponsors, etc.