The Production Coordinator is responsible for the design and quality of visual support and production related activities for select sessions/areas of MDRT’s four prestigious annual meetings. They serve as liaison to various vendors and contacts to execute quality requirements, while maintaining sound fiscal practices. This position manages projects and workflow within a cyclical timeframe. Ability to multi-task, manage time and resources, envision the overall strategic goals while working on specific assignments, be team oriented and flexible are key attributes toward success in this position.
ESSENTIAL FUNCTIONS:
ANNUAL MEETING, GLOBAL CONFERENCE, TOP OF THE TABLE AND EDGE FOCUS SESSIONS, CONNEXION ZONE & SPONSOR MEETINGS:
Collaborate with Meeting Planner (Decorator), Production Lead (Main Platform) and Meeting Planner (Registration) to ensure that look and feel is incorporated throughout the meeting.
Preparation of floor plans and audio-visual equipment needs for Focus and Sponsor Sessions Work closely with Meeting Planner regarding layout of Sound Amplification System, Video recording and AV requirements within the ConneXion Zone. Ensure that elements are built into zones to provide a clean appearance.
Work closely with Meeting Planner (Sponsors) on assigned Sponsorship meetings. Responsible for providing speaker support material including compliance, review, editing and revisions and floor plans.
Preparation of all speaker support materials for Focus Sessions and ConneXion Zone including compliance review, editing, and revisions.
Track submission, review and speaker visual support materials for Focus Sessions, ConneXion Zone and Sponsor sessions.
Collaborate with Professional Development Department on speaker visuals and Emerging Media and Marketing Communications departments to monitor development and preparation of meeting AV and Video support.
Prepares digital signage for Focus Sessions, ConneXion Zone and overall meeting.
Request and order radios for staff and vendors. Prepare a sign in and out sheet for on-site.
Attend team meetings.
Coordination of specs to be included in the overall spec book.
Maintain Historical Records.
ANNUAL MEETING & GLOBAL CONFERENCE INTERPRETATION VENDOR:
Manage relationship with vendor to ensure the proper equipment is set for assigned sessions at Annual Meeting and Global Conference meetings and information is reflected on the floor plans.
Works with Production Lead to ensure all Main Platform requirements are included.
GLOBAL CONFERENCE & ANNUAL MEETING CELL PHONE (STAFF & PGA)
Collect information from staff attending the meeting if they require a rental phone. Work with PGA staff liaison to identify which members will require rental phones.
Obtain bids from phone companies for rental phones, select and Contract Company. Work through PCO for the Global Conference.
Pre-program all numbers into phones.
Prepare a phone card for the spec book.
OTHER DUTIES AND RESPONSIBILITIES AS ASSIGNED BY DIRECTOR
KNOWLEDGE, SKILLS & ABILITIES
Competencies:
Stakeholder Focus – Relationship management
Vendor and Sponsor Contracts
Project and Budget Management
Audio/Visual operations, production and equipment knowledge
Strategic Market Insight
Effective Communication and Influence – communicates thoughts clearly and shows ability to influence others
Participates in Open Team Environment and builds team effectiveness
About Million Dollar Round Table
The MDRT Foundation is the charitable arm of Million Dollar Round Table (MDRT), an independent, global association of financial services professionals. The MDRT Foundation was founded in 1959 to provide MDRT members with a means to give back to their communities. Since its inception, the MDRT Foundation has donated more than $32 million to charitable organizations serving people in 70 countries and all 50 U.S. states. The majority of these funds were raised by MDRT members and financial services industry partners.
