Contractor Conference Tech Associate

POSITION OVERVIEW

TED is looking for a Conference Tech Associate to join the Conference Operations team. This is an opportunity to support the execution of world-class conference events. You will have working knowledge and experience of the events industry, a flair for project management and strategic thinking, a curiosity for innovation and a passion for excellence.

This role will have a focus on event technology & power needs, including but not limited to: electrical and IT, AV and computer/printer rentals, simulcast plan and deployment, crew management and more.

This is a contract role from September 2025 - November 2025. Please include a cover letter telling us why you are interested in this role specifically.

RESPONSIBILITIES

• Coordinate electrical and IT requirements including: Collecting electrical, AV and IT requirements for all conference teams. Ensuring proper electrical and IT infrastructure is in place at the venue. RFP and manage electrical, AV and IT vendors. Oversee onsite installation and execution of all electrical and IT infrastructure together with the TED IT team.
• Coordinate AV, lighting and computer/printer orders, including: Collecting all AV, lighting and computer/printer orders for all conference teams. RFP and manage AV, lighting and computer/printer vendors. Oversee onsite installation and execution of all AV, lighting and computer/printer orders.
• Coordinate simulcast plan and requirements including: Collecting simulcast screen and sound needs for allocated spaces. Manage the collection of the monitors to and from site. Oversee the build of stands and monitors for distribution. Oversee onsite installation and execution of the simulcast plan. Work with the production team to ensure correct visual and sound feeds are distributed Source and implement closed captioning. Source, rent or purchase and implement alternative simulcast equipment, for example; LED screens, sound equipment, etc.
• Source vendors and suppliers and work with preferred vendors as outlined by TED, including: Generators and electrical equipment. AV equipment. Computers and printers. Eventing lighting. Simulcast equipment. Liaise and maintain vendor relationships, ensuring accuracy and quality control, maintaining change orders and day-to-day communications.
• Develop, upkeep, report and reconcile conference budgets and vendor invoices.
• Ensure projects are delivered efficiently and on schedule, providing consistent updates and project progress as necessary (meetings, written requests, etc.)
• Input and update event details and maintain event databases, presentations and other documents on a regular and ongoing basis.
• Complete operational and administrative functions. Adhere to branding and identity guidelines.

Degree or diploma in event management, hospitality, project management or a similar discipline or a combination with relevant experience.

• Demonstrated experience in contract negotiation and vendor management.
• Demonstrated ability to leverage network and experience in supplier relations to deliver, execute and fulfill supplier and vendor contracts.
• 5+ years of direct event experience with a demonstrated increase in responsibility.
• Effective interpersonal skills, including verbal and written communications.
• Strong analytical, strategic planning, and creative problem-solving skills with a solution-oriented approach. Able to meet competing deadlines across multiple projects.
• Superior organizational skills, motivated and enthusiastic work style.
• Must be proficient in: Microsoft Office, Google Docs, and Airtable.

TED Conferences LLC is an equal opportunity employer

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