Event Producer

YPO is a global leadership community of over 35,000 chief executives from more than 140 countries. YPO brings together extraordinary leaders who are committed to becoming better leaders and better people. The organization provides a platform for the leaders to connect, learn, and grow through shared experiences, rich learning programs, and meaningful relationships. Members benefit from a supportive community that fosters personal, business, family and community growth.

Supporting these members is a world-class management team of more than 450 associates, spanning over 25 countries. Our organization is based in Dallas, Texas, with many associates working virtually and outside of the United States. Together, our team of global associates works to create a truly Only-in-YPO experience for our members.

YPO is seeking a Producer, Global Leadership Meetings and Events (internal title) to oversee the technical production of leadership events.

This is a remote, work-from-home position with 30-40% travel, domestic and international. Our preference is for candidates to be located within a 1-hour drive of a major airport. Candidates must be in either British Columbia, Ontario, Alberta or Nova Scotia as YPO is not an employer in other Canadian provinces.

A portfolio exhibiting candidate's previous event production experience will be requested.

POSITION PURPOSE

The Producer, Global Leadership Meetings and Events (to include but not limited to Global Leadership Conferences (GLC) EDGE and Global Business Summit) is responsible for overseeing the technical production of all event components. The Producer leads the contracted vendor team and venue labor and is responsible for managing the entire technical production process from inception through to execution. Key responsibilities include developing and managing the vendor RFP process, negotiating contracts, managing the event's technical budget, and ensuring all technical aspects of the event are delivered to the highest standards. The Producer will work closely with the Global Leadership Events Director and collaborate with a wide range of internal and external stakeholders, including high-level executives, C-suite leaders, and directors. As a key member of the "Core Team", the Producer plays a critical role in ensuring the seamless execution of all conferences.

PRIMARY RESPONSIBILITIES

Event Technical Production Leadership

• Lead all technical production aspects for the EDGE and Global Business Summit events, including plenary sessions, workshops, and breakouts.
• Ensure flawless execution of live events by managing audio-visual production, staging, lighting, and other technical requirements throughout the venue and offsite, as applicable.
• Partner with content teams, speakers, and presenters to align technical needs with the overall event production plan.

Vendor Management and RFP Process

• Lead the Request for Proposal (RFP) process to source and select vendors for technical production, including AV equipment, labor, and related services.
• Negotiate and execute contracts, terms, and pricing with vendors to ensure alignment with budget and event requirements.
• Manage vendor relationships, ensuring all deliverables meet or exceed agreed-upon standards.

Budget Management

• Develop and maintain the technical production budget for both events, ensuring all expenditure remains within allocated limits.
• Track expenses and manage financial adjustments throughout event planning and execution.
• Provide budget reports to the Global Leadership Events Director and recommend cost-saving strategies as needed.

Event Execution

• Oversee the technical setup and execution of all event-related activities, ensuring adherence to the event schedule and providing technical support as needed.
• Manage onsite operations during events, facilitating seamless execution and swiftly resolving any technical issues.
• Ensure compliance with all safety and regulatory guidelines, particularly for live production elements.

Collaboration and Teamwork

• Serve as a key member of the Core Team, collaborating closely with the Global Leadership Events Director and internal teams to drive event success.
• Liaise with senior leadership, including members, executives, C-suite members, and directors, to align events with strategic goals and objectives.
• Cultivate a collaborative, high-performing environment across cross-functional teams to meet event goals and timelines.

Post-Event Evaluation

• Conduct post-event evaluations to analyze the effectiveness of technical production and identify opportunities for improvement.
• Deliver insights to the Core Team and leadership, providing feedback on event outcomes, vendor performance, and key takeaways.

SKILLS

• Proven ability to work independently with initiative, to be resourceful and self-motivated and proactively manage multiple tasks and projects simultaneously.
• Exceptional project management skills, with the ability to manage multiple tasks and deadlines while staying within budget.
• Exceptionally strong administrative and organizational skills; commitment to detail, methodology and accuracy; effective time management and prioritization skills.
• Ability to work in a fast-paced environment and adapt to changing needs and circumstances.
• Excellent communication, leadership, and interpersonal skills, with the ability to collaborate effectively across all levels of the organization, including member-facing.
• Proven characteristics of intellectual curiosity, responsibility, determination, creativity, flexibility, drive, and self-confidence.
• Ability to maintain discretion and integrity of confidential and sensitive information.
• Ability to connect the dots, integrate ideas, influence, partner, build consensus and foster strategic trusted advisor relationships with members and all levels of the organization.
• Ability to identify problems, research alternatives, provide solutions and/or resolve issues in a timely manner. Anticipates customer needs and delivers with clarity.
• Analytical with extremely high judgement, structured thinking and creative problem solving.
• Possesses a distinct global mindset, sensitive to local and international customs and protocols.
• Proficiency in Salesforce and Microsoft Office. Hands-on experience in dashboard creation as needed. Keen desire to learn and apply new technologies and tools.

EXPERIENCE/BACKGROUND

• 10+ years of experience in major event production (over 2,000 participants), with a focus on technical production for large-scale conferences and events.
• Proven track record of managing complex events with multiple stakeholders, including high-level executives and senior leadership.
• Strong understanding of event technical production, including audio-visual equipment, staging, lighting, and other live event technology.
• Experience working with global events and managing international teams or vendors.
• Experience in vendor management, including RFP processes, contract negotiation, and budget oversight.
• Knowledge of event safety protocols and compliance standards.
• Familiarity with virtual or hybrid event production formats.

EDUCATION/TRAINING/CERTIFICATION

• Bachelor’s Degree or equivalent work experience.
• Certification in project management or event production is a plus.

PHYSICAL REQUIREMENTS

• Ability to work flexible and/or extended hours as needed to accommodate members and team members in multiple time zones.
• Ability to work for extended hours at a computer screen.
• Willingness and ability to travel, domestically and internationally, without restrictions, approximately 30-40% per year.