Events Producer
Employer: The Ehlers-Danlos Society
Location: Under normal conditions, this role is a fully remote position, working from home. However, due to the international nature of the Society’s work, staff may be required to travel to company events, meetings, and conferences as well as some weekend work.
Working Hours: Full-Time, Monday-Friday, 9AM-5PM (flexibility required across time zones)
Salary: £32,000 per annum
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Reports to: Senior Director of Events and Educational Programs
Location: UK, Remote
Working Hours: Full-Time, Monday-Friday, 9AM-5PM (flexibility required across time zones)
Salary: £32,000 per annum
Revised: April 2025
Organization Overview
The Ehlers-Danlos Society’s mission is dedicated to advancing and accelerating research and education in Ehlers-Danlos syndromes (EDS) and hypermobility spectrum disorders (HSD). We support the development of effective and equitable EDS and HSD therapies and work collaboratively to improve the lives of individuals affected by EDS and HSD.
Our vision is to create a world in which each person living with the Ehlers-Danlos syndromes and hypermobility spectrum disorders has the right treatment and care at the right time for their specific needs.Overview of Responsibilities
The Events Producer is responsible for the planning, coordination, and execution of a wide range of global virtual, hybrid, and in-person events and educational initiatives including summits, webinars, conferences, symposiums, and meetings. This role plays a vital part in bringing to life the Society’s educational mission and strategy by supporting the full spectrum of educational activities across the education department.
This position requires a technically skilled, detail-oriented professional who is passionate about inclusive, high-quality, and well-executed educational content. The Events Producer should be proactive, collaborative, and comfortable juggling multiple priorities in a fast-paced international environment.
Key Responsibilities/Essential Functions
This role has five (5) core areas of ownership, the responsibilities involved include, but are not limited to:
Event Production and AV Coordination
Stay up to date with the latest in hybrid event technology, platforms, and equipment to ensure event delivery is of the highest standard.
Create and manage run-of-show documents, including technical and speaker cues.
Set up and manage hybrid event environments, including Zoom webinars, events software and apps, livestream platforms, and in-room AV coordination.
Create and submit AV RFPs, review proposals, and manage AV vendor contracts.
Oversee the process of pre-production and post-event editing.
Facilitate technical rehearsals and pre-recordings with speakers and presenters.
Troubleshoot AV and technical issues during live events.
Ensure all accessibility needs are addressed (e.g. captioning, translations, sensory-friendly design).
Maintain and update user guides and SOPs for production processes.
Support set-up and management of the Whova platform or similar virtual event platforms.
Serve as primary liaison with AV vendors, editors, and technical support partners.
Manage publication of video content to YouTube channels.
Events Operations and Logistics
Coordinate shipping logistics for supplies and materials for in-person events.
Manage ordering, production, and distribution of printed materials, programs, and supplies.
Track supply inventory and shipping schedules for pre- and post-events.
Attend and supervise the AV of in-person global events throughout the year.
Ensure smooth setup and coordination for educational events, summits, and conferences.
Speaker and Program Management
Coordinate speaker schedules, tech checks, and post-event reimbursements.
Ensure speaker accessibility and accommodation needs are met.
Collaborate with internal departments to integrate speaker content across various educational initiatives.
Cross-Team Program Support
Act as key support to the entire team in executing event production related initiatives.
Liaise with Communications team to ensure design, website, and marketing needs are met according to timelines.
Coordinate logistics and support in content creation and management of new event-based projects.
Support dissemination of content, managing file transfers, and coordinating timing across projects.
Maintain alignment with strategic goals and help identify opportunities for streamlining content delivery across programs.
Administrative Support and Performance Tracking
Maintain accurate event records, databases, and documentation.
Assist with compiling event feedback, performance metrics, and post-event reports.
Generate dashboards and summaries to present to internal teams and leadership.
Assist with managing registration platforms, refunds, and coupon code logistics.
Work Environment
Under normal conditions, this role is a fully remote position, working from home. However, due to the international nature of the Society’s work, staff may be required to travel to company events, meetings, and conferences as well as some weekend work.
Requirements
Education & Knowledge
An educational qualification in Production, Event Management, Communications, or a related field preferred; equivalent work experience will be considered.
Strong understanding of hybrid and virtual event platforms, AV workflows, and event planning practices.
Knowledge of CMS platforms (WordPress), CRM databases, and cloud collaboration tools.
Communication & Interpersonal Skills
3+ years of experience in event production, coordination, or similar roles.
Experience managing live, virtual, and hybrid events.
Familiarity with speaker management and event communications.
Proficient in Zoom, livestream tech, teleprompt, AV equipment, and video editing processes.
Experience with project tracking tools such as Monday.com, and customer service tools like ZohoVoice.
Professional Experience
Familiarity with HIPAA and GDPR is preferred (training provided).
Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint), Teams, Zoom, Slack, Monday.com, and Zoho Voice (training provided).
Workstyle & Flexibility
Strong organizational and time management skills, with the ability to prioritize workload effectively.
Flexibility to work across global time zones as needed.
Ability to occasionally work evenings and weekends.
The ability to work in a virtual team setting and independently.
Must be able to work with colleagues and stakeholders across different time zones globally, which may occasionally include early morning or late evening meetings.
Work Environment and Travel Requirements
Must be eligible to work in the UK without sponsorship.
Reliable internet connection for video calls and cloud-based services, as this is a fully remote role.
Ability to attend one in-person retreat annually (UK).
Ability to travel globally to hybrid meetings and events as required (up to 6 times a year, approximately 1 week per trip).
Diversity Statement
The Ehlers-Danlos Society’s commitment to diversity and inclusion is driven by the four pillars of our mission: C.A.R.E. – providing care, access, research and education in all that we do. We are a global, multicultural organization, as such we seek to increase opportunities for individuals from diversified backgrounds and are committed to building an inclusive culture that celebrates the diverse voices in our team and community. The Ehlers-Danlos Society actively recruits, employs, trains, compensates, and promotes opportunities regardless of race, nationality, ethnicity, gender, marital or civil partner status, caring responsibilities, disability, gender identity, age, social class, sexual orientation, religion, and other protected status as required by applicable law.
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