Manager, Event Production and Speaker Relations

Title: Manager, Event Production and Speaker Relations

Reports to: Associate Director, Event Services

Location: Greater Boston Area Preferred (Hybrid)

Travel Requirements: 10 - 25%

Role Summary:

Facing History and Ourselves is a global education non-profit organization that challenges teachers and students to use lessons of history to stand up to bigotry and hate.

The Manager, Event Production and Speaker Relations sits as a team member in Facing History and Ourselves HQ Events Office and focuses primarily on: managing relationships and communications with hired event speakers, facilitators or talent and/or their representatives as well as event management and logistics for in-person events and virtual production for online events. 

While working out of headquarters this position will support org-wide events as well as events being led by staff in regional offices including New England, Chicago, Cleveland, Los Angeles, and more. Events may range in size and scale from small donor events to large fundraisers and community engagement events. 

Additionally, this person will be responsible for supporting organization-wide events including the annual Leadership Retreat. 

Key Duties:

Event Speaker Management and Coordination (60%)

The Manager, Event Production and Speaker Relations plays a central role in the event process by serving as the primary contact for numerous event speakers, facilitators, and presenters. This includes coordinating with external VIP professional speakers and talent as well as with staff, board, and volunteer leaders who participate as event facilitators and featured presenters or participants who may be featured during an event but recorded in advance. 

• Under the direction of the Associate Director, Event Services support the prospective speaker outreach process and contract or firm offer negotiations with identified speakers and/or speaker representatives during the event initiation process. 
• Liaise directly with external and internal speaker/speaker representation throughout the event life cycle. Uphold best-in-class communications standards while working through details such as event material approvals, video release negotiations and travel/accommodation arrangements for in-person events. 
• Coordinate logistics for external and internal event speakers by developing detailed itineraries and virtual show information documents.
• Maintain org-wide speakers database and support organization and indexing of past prospective speaker outreach communications. Support Associate Director, Event Services with development of standard operating procedures related to speaker management and communications. 
• Assist with speaker relationship management by advancing follow-up and post-event outreach/thank you work flows and maintaining relationships with speakers and speaker representatives as assigned

Virtual Event Production (20%)

The Manager, Event Production and Speaker Relations is responsible for executing and carrying forward all the production related tasks associated with virtual event presentation. This includes but is not limited to platform set-up and testing, technical script development, media management and speaker/presenter prep and training. 

• Directly support the back-end set-up and technical testing for live and pre-recorded events hosted on platforms including but not limited to Zoom Webinar, ON24 and YouTube Live.
• Serve as lead or support producer for live and pre-recorded events hosted on platforms including but not limited to Zoom Webinar, ON24 and YouTube Live.
• Independently develops technical scripts and staffing plans for virtual events when provided with high-level, conceptual run of show. Develop technical redundancy plans as assigned.
• Leads all pre-event technical testing and run throughs, as well as staff training.
• Trains and preps internal and external speakers to present during virtual events and advises on speaker set up and needs 
• Oversee all media management of pre-recorded/pre-packaged event content 
• As needed support holistic event experience by assisting with set-up, testing and hosting of any pre or post event virtual companion events, this could mean project managing and training staff to support simultaneously available Zoom Rooms.
• Participate in the team wide development of the full cycle production (pre, production, post) schedule
• Oversee the process of preparing event videos/recording to be hosted online, including contracting and negotiation around timeline, location, and accessibility, creating related content, and minor video edits

In-Person Event Management and Logistical Coordination (20%)

The Manager, Event Production and Speaker Relations plays a central role in managing and coordinating logistics for internal and external org-wide and regional in-person events including but not limited to benefit events, community engagements, partner events, small donor gatherings and the annual Leadership Retreat which convenes Facing History’s volunteer leadership annually for a multi-day conference style event. 

• Secure and manage logistical details for events including - but not limited to - venue, catering, transportation, room blocks and other general external vendors such as florists, event design consultants, valet, and more. 
• Oversee the technical aspects of events including a/v, sound, lightning, show management and direction, and all live-stream/hybrid components. Ensure technical plans and secured vendors deliver a best in class, professional production experience.
• Assist with the development of the day of timeline, production schedule and run of show and any other project management and execution documentation required for the event.
• Oversee the ordering of physical materials or collateral including but not limited to guest gifts, signage, and event supplies.
• Acts as an integral part of on-site event teams as assigned
• Serves as Events Office ADA and In-Person Events Accessibility Standards point of contact, support development of and uphold related standard operational procedures
• Support briefing and advance work required to ensure senior staff, volunteer leaders, external speakers and VIP’s have clear information and instructions regarding event participation and attendance.

Core Competencies 

• Event management and production experience, including off-site/remote, site unseen and both live and pre-recorded virtual production experience 
• Excellent written, verbal, organizational and project management skills
• Cross-functional collaboration

Knowledge and Skills:

Facing History understands that restrictive job requirements may exclude historically marginalized groups from applying to jobs for which they are qualified. We take an equitable and holistic screening approach. If you feel you have demonstrated experience and expertise relevant to perform this role, please don’t hesitate to apply!

• BA/BS or equivalent
• Minimum of 3 years of event management and production and/or talent/speaker agency experience, preferably 1 year of that has been spent executing virtual events exclusively
• Proven success producing both live and pre-recorded virtual events utilizing Zoom, Zoom Webinar, YouTube Live and/or other similar platforms
• Strong interpersonal skills and maturity that engenders trust and confidence in internal and external VIP event speakers and reflects positively on Facing History and Ourselves
• Creative self-starter with experience managing multiple stakeholders and projects simultaneously
• Meticulous attention to detail, time management, and organizational skills
• Proficiency with Google Office suite and Slack. Experience with Salesforce a plus.
• Genuine commitment to the mission of Facing History and Ourselves and ability to articulate the importance of the organization’s work.