Director, Conferences

4 weeks ago

New York, United States Superfly Full time
Job DescriptionJob DescriptionSuperfly is an experience company obsessed with activating and amplifying communities around common passions and unforgettable moments. We deliver brand experiences by blending strategy, insights, creativity, technology, and flawless execution. Working across sports, music and entertainment, Superfly has been named Global Experiential Agency of the Year and honored by dozens of press outlets and awards..

Title: Director, Conferences
Term: Full Time, One year, At will

Summary of Role: The Director, Conferences is a leader responsible for driving excellence with an emphasis in event management, experiential activations, production, and operations. Reporting directly to the SVP, Live Experiences, the Director, Conferences role oversees production and operations management, project budgets, cross-functional collaboration, and project execution, playing a crucial part in delivering impactful projects. This role requires a strategic thinker who can bring innovative concepts to execution, manage budgets effectively, and collaborate with cross-functional teams to ensure seamless execution of events. 

Director, Conferences is expected to be available at a full time contract capacity, Monday - Friday. Working hours are 10am-6pm EST some additional hours or weekend work may be required related to the nature of the project.

Responsibilities:

  • Oversee all aspects of event management of  large scale experiences, including  venue selection, site operations, safety and security plans, credential and access plans, technical production, creative production, artist/talent relations, booking, ticketing, marketing, vendor relations, parking/shuttles, permitting, food & beverage operations, staffing, community relations and monetization strategy. 
  • Manage multi-million dollar event budgets and reconciliations, ensuring cost-effectiveness and revenue optimization
  • Develop, mentor, and guide an exceptional team of fulltime and freelance producers, fostering a culture of collaboration, creativity, and efficiency. Responsible for management, oversight and completion of tasks delegated to associate producer, coordinator and production assistant team members as appropriate. 
  • Identify and cultivate relationships with vendors, partners and specialized talent to enhance event experiences and secure additional resources.
  • Effectively communicate opportunities and challenges to internal and external stakeholders 
  • Collaborate closely with other department personnel, including business leadership, business development, creative, design and strategy, to ensure alignment and successful project outcomes.
  • Manage the RFP process, selection and implementation for vendors such as an all in one Event Management System (Cvent, Bizzabo, etc.); Fabrication, Technical Production, Content Capture, etc. 
  • Lead the following workstreams: 
    • Venue Relations: Manage weekly meetings with Venue; ensure open lines of communication for operations plan; food & beverage; labor estimates; security; etc. 
    • Community Relations: Responsible for fostering relationships with City officials and other arts/entertainment producers within the City.
    • Site Operations: Work in collaboration with convention center and operations team on requirements, communication flow & approval  
    • Technical Production: Oversee Technical Director - integrate and advance into overall event plan
    • Creative Production: Oversee Creative Producer and work with Creative Team on bringing ideas to life, vet for feasibility and value engineer as needed - integrate and advance into overall event plan
    • Food & Beverage: Work in collaboration with F&B Manager and Venue on established F&B program and implementation
    • Exhibitor Management: Support Exhibitor Manager on creation of exhibitor guidelines/manual, advance of vendor requirements, contracts, etc. 
    • Partner/Sponsor Management: Support Partnerships Manager to deliver on sponsorship packages and contractual agreements 
    • Registration: Oversee and work with the Registration Manager on developing the registration strategy, packages and purchase paths. Collaborating on registration updates and reporting as needed.
    • Security & Emergency Planning: Collaborate with Security Consultant and Venue on development of security plan and identification of needs across t-shirt security, police, fire, EMS etc. 
    • Credential Management: Work with Security Team, Creative and Registration team on credential and access plan as determined by overall site layout and needs
    • Talent Relations: Hire and lead Talent Relations team in advance process and on site execution
    • Guest Services: Hire and manage Guest Service Manager and assist in development of SOPs and training plans

Qualifications:

  • 10+ years producing live experiences within the conventions, trade shows, conferences and live events sectors. B2B experience preferred.
  • 6+ years of proven experience in a management role 
  • Strong leadership and team management skills, with a track record of building and developing high-performing teams.
  • Brings a proven track record in building and managing large-scale budgets for productions, demonstrating fiscal responsibility and cost-effectiveness. 
  • Excellent project management abilities, including budgeting and resource allocation.
  • Exceptional communication and interpersonal skills.
  • Strong negotiation and vendor management skills.
  • Ability to thrive in a fast-paced, creative environment.

When it comes to deciding on compensation, there are several unique variables at play. As it stands, a fair estimate for the current range would be in the range of $150-$170k/year. Compensation factors include but are not limited to experience, training, skill set, business needs, and travel requirements.

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