There’s a lot that goes into a successful conference. And without a conference producer, the entire thing would likely fall apart.
- Planning and organizing the conference
- Researching potential speakers, sponsors, and partners
- Overseeing the logistics of the event
- Developing a budget and managing finances
- Understanding the needs and expectations of attendees and stakeholders
- Coordinating with vendors, contractors, and staff
- Evaluating the conference afterward and making improvements for future events
- Recruiting and managing a team of staff or volunteers
Let’s take a look at the acronym PRODUCER to see all that a conference producer does!
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#1. Plan The Conference
The biggest role of any conference producer is planning and organization. In fact, preparation is a significant factor in almost anything. But for a conference especially, preparation will make or break the entire event.
Producers will head up the majority, if not all, of the planning and preparation. And depending on the size of the conference, there can be a lot of tasks that go into this.
From start to finish, they will be responsible for developing and executing a plan for the event. Often, it will include selecting a venue, creating a schedule, and coordinating with speakers and vendors.
#2. Research Potential Speakers
The mark of any great conference is a great speaker. Therefore, finding the right speaker is essential, as the ideal person can open the event and set the tone successfully for the entire conference.
Conference producers are in charge of finding that speaker. They need to find a clean speaker that can be entertaining but still appropriate for the audience.
In addition to finding a speaker, conference producers also need to identify potential sponsors and partners. Securing the participation of sponsors and partners will be essential to the conference’s success.
As a corporate emcee, I know how essential it is to find a speaker that is both experienced and entertaining. The audience deserves the best, and plenty of research should be done to find the right speaker for any event.
So if you’re planning to become a conference producer, don’t let this important task lay by the wayside!
#3. Oversee The Logistics
If the conference producer is in charge of preparing and organizing the event, then it would make sense that they should coordinate it all.
The conference producer will be responsible for overseeing the event logistics. Things like venue selection and equipment rentals will fall under their jurisdiction.
All other logistics, like catering and transportation, will be up to them to figure out!
#4. Develop A Budget
Nothing in life is ever completely free. And the same goes for a conference! There likely isn’t unlimited money that the producer can draw from to finance their dream event.
That’s why one of the biggest roles of a conference producer is to develop a budget for the conference. They need to be sure they are accounting for all potential expenses associated with planning and executing the event.
Once the budget is made, they must also ensure it is strictly adhered to. They must manage finances to ensure that the event stays within budget and that all funds are allocated appropriately.
#5. Understand The Needs Of Attendees And Stakeholders
Conference production involves a lot of moving parts. And a conference producer can’t work completely solo on the upcoming event.
There are many people involved in any conference, and they likely have expectations and desires for what they want out of it all. For example, the conference producer must have a deep understanding of the needs and expectations of attendees and stakeholders.
To successfully understand the needs of attendees and stakeholders, conference production usually involves market research and gathering feedback from previous conferences.
#6. Coordinate With Vendors, Staff, And Contractors
As I said, many moving parts and people are involved in any conference. Therefore, conference production will rely heavily on successful coordination between all parties to ensure the outcome is what they’re aiming for!
The conference producer must work closely with vendors, contractors, and staff to ensure that all aspects of the event are coordinated and executed seamlessly. This includes overseeing registration, coordinating technical support, and managing volunteers.
All entertainment will also need to be properly coordinated.
#7. Evaluate The Aftermath Of The Conference
Once the conference is over, the duties of the conference producer aren’t done. First, they must evaluate the conference’s success by gathering feedback from attendees, sponsors, and other stakeholders.
This feedback will be essential for finding areas of improvement for the next conference.
Next, the producer will need to analyze financial data to find areas in the budget that could be improved and make recommendations for future events.
#8. Recruit Staff
The people involved in the conference won’t appear out of thin air! It is up to the conference producer to find a team to work with.
They must recruit and manage a team of staff or volunteers to assist with the planning and execution of the conference. They might also need to provide training and support and manage schedules for the team.
Though the roles of any conference producer can vary from person to person and event to event, the general duties will stay the same.
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Adam Christing has been called “The Tom Brady of emcees.” He has hosted more than 1,000 company meetings, special events, gala celebrations, and more. He is the author of several books and founder of CleanComedians.com. For more event tips, follow Adam Christing on Instagram, Facebook, Pinterest, LinkedIn, and YouTube.