Event Producer

CCL; Colorado Springs, Northern (CO, KY); Hybrid; USD 26,000 - 32,000; Full time

Benefits offered by this job

403(b) with employer contribution

Medical insurance

Vision insurance

HSA/FSA

Paid time off and holidays

Disability insurance

Life insurance

Employee assistance program

Voluntary options for additional plans

Job summary

CCL in Colorado Springs is seeking a Producer to coordinate event logistics for on-site and virtual sessions. You will design classrooms, manage breakout spaces, and ensure materials and AV equipment are prepared for delivery teams and participants.

You’ll act as the main day-to-day contact for the delivery team, assist facilitators with technical issues, and help keep sessions engaging through breaks and interactive tools. Travel up to 50% may be required.

Qualifications

• Bachelor’s degree or relevant experience in virtual meetings or training.
• Strong MS Office and virtual meeting platform skills.
• Ability to manage multiple streams of event logistics and teams.

Responsibilities

• Coordinate on-site and off-site event logistics including classroom design and setup.
• Serve as liaison for participants and the delivery team to ensure smooth sessions.
• Manage materials, inventories, AV Tech, and participant communications.
• Schedule rehearsals, launch interactive tools, and monitor breakout sessions.
• Facilitate end-of-event debriefs and closeout, including issue resolution.

Skills

Business Acumen

Process Discipline

Client Focus

Learning Agility

Digital Skills

Virtual Leadership

Education

Bachelor’s degree or relevant experience

Tools

Microsoft Office

Zoom/WebEx

Job description

• Works with other key groups to produce all of the needed materials and supplies for event delivery including printed materials, assessments, publications, inventoried items, and more.
• Coordinates on and off-site event logistics including classroom design and setup, breakout rooms, experiential space, transportation and meals; set up and break down of meeting rooms, AV equipment and other required technology. Serves as logistical liaison for participants and the delivery team.
• Coordinates event logistics including classroom layout, breakout rooms, other required space, hanging printed materials, placing participant materials, preparing facilitator space, and more.
• Communicates regularly with the event delivery team to ensure clarity of status and to highlight any potential issues or needed mitigation strategies. Communicates with feedback coaches as necessary. Analyzes participant data to make peer and staff feedback assignments. Also determines other participant groupings based on event criteria.
• Partners with event delivery team to make decisions during event preparation and delivery. Anticipates and acknowledges delivery team and client expectations during all event phases.
• Serves as principal day-to-day contact for the delivery team to meet the needs of the group. Ensures the proper and timely preparation and delivery of high-quality event materials and supplies during the event execution. Available as needed when facilitators need support/assistance. Responsible for in depth knowledge of operating procedures for tablets, PC equipment, multiple databases and proprietary systems.
• Responsible for event closure by facilitating end of event debrief, documenting quality issues, ensure 100% evaluation completion, breakdown physical classroom space, return unused inventory, process and email evaluation report to delivery team, resolve and closeout any open participant issues (e.g., request for a new coach, assessment rescore, emailing specific documentation, etc.).
• Schedules rehearsals as needed for Live Online events (schedules meetings, secures technology for rehearsal, provides staff schedule, etc. into a trouble-free, fast moving, interactive session that keep learners involved and the facilitator on track.
• Create and launch polls, launch a whiteboard tool, and manage any other interactive tools needed in the session (including 3rd party tools).
• Responsible for process compliance through event closure.

Producers setup the classroom, launch it in advance of the session start time, and ensure participants have the correct information to get into the session.

A producer handles participant’s technical issues behind the scenes while the facilitator keeps the flow of the course moving forward. This enables the facilitator to deliver the session objectives and guide the learners through the session content.

Inevitably, when training virtually, the time will come when a facilitator is conducting a session and suddenly loses audio and/or internet connection. The producer will step in seamlessly and keep the participants engaged until the facilitator gets back online.

The producer keeps an eye on the chat window and answers questions that might arise during the session. If the question requires a response from the facilitator, the producer communicates with the facilitator at the appropriate time to ensure the participant’s question is addressed in a timely fashion.

Producers put participants into breakout rooms, help monitor them to ensure everyone is staying on task during an activity, and keeping time checks with the facilitator.

Specific Knowledge, Skills & Abilities Required

• Business Acumen : Understands the connection of their work to the organization's overall financial health. Acts in CCL’s best interest, identifies risks/challenges and brings solutions to the table.
• Process Discipline : Understands process as critical to ease of execution, client satisfaction, and innovation. Creates a team environment where both they and their team are always conscious of the processes; holds team accountable to process; reports process conflicts and/or issues; is accountable for the results of their actions (good or bad); take ownership to shows others that they can trust you to do the right thing.
• Client Focus : creates a "customer first" CCL to ensure a superior clients experience; understands without clients there is no CCL; anticipates client's needs and issues and can prioritize appropriately; extremely professional and engages appropriately with clients appropriately; provides timely communication and relevant information to meet client needs; escalates client issues as needed.
• Learning Agility : Seeks out experiences that may change perspective or provide an opportunity to learn new things; enjoys experimentation, being curious and effectively dealing with the discomfort of change; pursues, responds to and uses feedback; views failures and mistakes as an opportunity to learn; focuses on what is possible, removes barriers; is persistent, focused, patient, and respectful even during stressful situations.
• Digital Skills : Use the appropriate technologies (e.g., social media, learning platforms, data platforms, applications, systems) at the right time, in the right way to find information, communicate ideas, and connect with others. Ability to navigate across various devices (e.g., smartphones, tablets, laptops, and wearable devices).
• Virtual Leadership : Strong interpersonal skills; ability to articulate crystal clear expectations and ensure team alignment; commitment to regular and meaningful communication; willingness to invest in relationships; patience; grant and engender trust easily, create actionable meetings, leverages technology to create connections; collaborative culture builder.

Education and Experience

• Bachelor’s degree strongly required or relevant work experience managing virtual meetings, training, or a technical background/experience.
• Strong skills in Microsoft suite applications (Word, Excel, PowerPoint, MS Teams) required.
• Exceptionally strong technical skills with Virtual Meeting platforms (Zoom, WebEx, Microsoft Skype for Business, etc.) required.

Other Requirements/Experience

• Up to 50% travel may be required, primarily to CCL various physical locations and select client sites (Face to Face Production only)

Pay and Benefits

• The hiring range for this role is $19.00 - $23.00/hr.
• This is a hybrid position located in Colorado Springs, Colorado.
• All offers will be commensurate with relevant qualifications and professional experience.
• 403(b) Savings Plan with employer contribution
• Medical insurance
• Vision insurance
• Health savings and flexible spending accounts
• Paid time off and paid holidays
• Employer-paid short-term and long-term disability
• Employer-paid life insurance
• Employee and family assistance program
• Various voluntary options for additional plans or coverage levels

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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