POSITION DESCRIPTION. Unit Learning Date July 2012

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1 POSITION DESCRIPTION Job Title: Conference Producer Reports To: Conferences Manager Unit Learning Date July 2012 Purpose: Profitably manage a portfolio of commercial EMA conference events. Produce profitable conference events for EMA Learning, by identifying existing and new topics and producing commercially successful quality events. Prepare an annual portfolio business plan, and meet the objectives of the Be accountable for revenue generated, expenditure incurred and portfolio GP achieved. Report monthly on key performance indicators (KPI s). Key Result Area Key Accountabilities Performance Indicators 1. Annual portfolio business plan Prepare in consultation with the Conference s Manager a portfolio business plan (Specified commercial events). Report on progress monthly, focussing on KPI s, and recommending tactical and strategic changes required to achieve plan Focused on event quality, revenue and GP Secure plan approval by May 31 annually. Present Monthly reports 7 working days prior to monthly Board meeting. Report individually on any measure < 85% of plan performance standard. Achieve an average of >90% of KRA/KPI requirements. Provide a 6-monthly strategic plan review. Present 6-month review by January 31 annually. 2. New Business Development Grow the level of demand for the existing portfolio, from new users, and portfolio additions. Establish and achieve objectives for new business via increased uptake of existing commercial events. Work with other producers and managers to identify new users and alternative topics. Achieve planed growth targets as set in business Achieve 60% of new business via increased participation in courses established >1 year. Achieve 40% of new business from users with <12 months trading history.

2 3. Portfolio Management. Implement portfolio as set out in annual business Achieve > 95% of Annual Portfolio Business plan KPI s on time and on budget. 3.1 Event producing. Identify and develop successful topics & programmes. Undertake appropriate research to identify key issues and their advocates, and the target audience for each to create event concepts and conference topics. Produce draft programme and event plan for approval by Conference Manager. Invite and liaise with advocates, other speakers, associated parties and interest groups. Market-ready programme 100% within 2 days or project timeline milestone. Evidence supporting findings from research. Evidence any similar events marketed in the previous 12 months and results. Seek guidance, and collaborate with interested parties and organisations. Full budget created with >95% accuracy specifying all direct and indirect costs, with contingent or uncertain items noted. Market-ready programme > 95% complete in content and speaker detail within 2 days or project timeline milestone. Full event plan created with >95% accuracy within 2 days of project timeline milestone. Market-ready programme 100% complete in content and speaker detail within 2 days of project timeline milestone. 3.2 Promotion of Event. Market the event to its target audiences. Awareness measures > 85% of objective for targets: Prepare and implement event marketing Create event collateral ideas and copy, provide brief to designer and sign off on design materials. Response rates >85% of Promo templates prepared and approved and 100% accurate.

3 3.3 Sponsorship relationship management. Achieve and maintain planned sponsorship outcomes. 95% of sponsorship KPI s are met for key plan ratios. Identify and prioritise potential sponsors, and develop and promote key benefits for sponsors. Achieve >95% of new sponsor contact targets. 4. On-the-day delivery. 5. Event Evaluation. Maintain sponsor agreements ensuring sponsor expectations are met or exceeded. Establish and maintain quality delivery standards. Manage speaker contacts. Welcome, introduce, thank and farewell. Maintain overview of administration and delegate welfare. Monitor venue and supplier standards. Support exhibitor and sponsor service requests. Facilitate delivery of the event promise. Monitor brand: image, service, satisfaction. Report and archive relevant data. Report to individual speakers, chairpersons and sponsors. Furnish summary project report to conference events manager. Summarise performance vs. plan in each key results area. Overall satisfaction within 5% of plan target. <1% of satisfaction ratings unfavourable. Achieve EMA QMS delivery KPI s. Achieve >90% of planned ratings for Speaker feedback. >95% positive documented comments of: key partners, speakers and attendees. < 5% negative comments from any source. Overall Event assessment. Feedback provided within 2 days of project timeline milestone. Average >90% of KRA requirements overall. Report individually on any measure below 80% of performance standard Archive project records. All relevant project data filed in standard format within 2 weeks of event finishing. Produce event on-time and on-budget. >95% of Financial KPI s met. >95% of event timeline milestones reached.

4 6. Organisational participation. Adopt EMA organisational culture and ethics. Relevant KPI standards. Comply with EMAN policies and practices. Demonstrates familiarity with staff policies and practices manual. 7. Professional Development. Support Quality Management System initiatives and practices. Participate in the EMA workplace Occupational Health and Safety system. Identify appropriate professional development objectives and relevant performance measures. EMA Quality Management System followed in relation to all relevant issues, including production and delivery quality issues. Familiar with OH & S policy and procedures manual and own role in OH&S system. Achieve >85% of planned professional development Authorities: 1. Expenditure: All costs that are budgeted to support Conferences/Events. Up to $500 for expenditure on any item not specified in approved budgets, and which will not cause total expenditure budgets to be exceeded. 2. Hiring and Terminating staff: - No authority to hire or terminate staff (including casual or temporary staff); concerns regarding employee s performance are to be raised with the Conferences Manager. 3. Contractual: Contracts for the following are to be approved by either the Learning Manager or the Conferences Manager prior to signing; - Operational requirements of established supplier contracts. - Contracts between EMA Conferences and external sponsorship partners. - Venue and speaker terms within established protocols. - Variations to supplier terms within overall contract agreements. - Contracts to establish new supplier contracts for items in agreed budgets. 4. Decision-making Financial: as above. Non-financial all operational decisions relevant to Conferences/Events business unit in accordance with policies and practices established by the Quality Management System.

5 5. Supervising: None 6. Relationships: External: Suppliers, sponsors, customers, venue partners, maintenance and supplies operators, speakers, Internal: Senior managers, contractors, staff at all levels Personal Qualities, Qualifications and Experience Education /achievements Experience / knowledge Essential Post Graduate Diploma in event management, business, or communications, or relevant in work experience. A sound understanding of NZ business, business structures business conferencing, and event management. Specific Skills Customer service 5+ years High Computer Proficiency including and in-depth Microsoft Office ability Great communication at all levels Proven quality marketing and copy writing ability Research and programme development Relationship management Event management and production knowledge. Preferred Undergraduate degree 5 years or more experience as a conference producer within a business conferencing company. Negotiation and operation in sensitive and pressure environments Full driver s license Management skills Sponsorship seeking experience. Personal Qualities Well-developed critical thinking capability Attention to detail Intellectually curious Copes well under pressure Ability to meet deadlines Articulate Intuitive people skills Team player Good natured Flexible Presentable. Leadership Problem-solving Confident Accurate Thrives in change Self-starting Self-managing.