Summary
A2IM’s Indie Week is the largest, International, music business conference for independent record labels and associated businesses. A2IM annually hosts 1000+ music executives for 4-days of panels, workshops, executive one-on-one sessions, and networking events in New York City. In 2022 Indie Week was a hybrid event and we plan to continue this model. While the majority of our attendees come from the United States, one-fifth come from around the world with our international delegate contingents growing each year. Since 2018, A2IM has hosted WINCON, a one-day private conference-within-a-conference, during Indie Week. A2IM’s events are gender balanced in programming and staffing.
A2IM Indie Week 2023
Four day conference, June 12-15, 2023
Venue: Hybrid Event both in-person (Venue TBD) and streaming online. The in-person event requires one-day load-in (June 11) and strikes on June 15.
Expected event breakdown:
- Speakers: 1-2 keynote speakers. 150-200 speakers and moderators across curated and sponsored programming
- Panels and workshop: 55-70 panels and workshops. About one-third of programming is sponsored.
- 3+ invite-only meet-and-greet sessions (BIMA, mentor program, and keynote)
- 1200+ one-on-one executive meetings
- 10-25 sponsor activations including but not limited to networking lounges, vendor booths, and f&b stations
- 2 private board meetings
- 1 on-site, half-day, private meeting event
- 1 offsite opening night reception with capacity 500+
- 1 offsite breakfast
- 2 offsite afterhours live music receptions
EVENT PRODUCER RESPONSIBILITIES
Oversee the logistics, operations, production and execution for A2IM Indie Week’s in-person and virtual events.
Pre-Event
- Designate a single staff member to spearhead communication with A2IM.
- Maintain clear, timely, and constant communication with the A2IM staff.
- Work with all A2IM divisions to ensure Indie Week’s success.
- Present and maintain an approved budget.
- Present and adhere to mutually agreed-upon timelines and guidelines.
- Source and secure venues as needed: conference venue, virtual platform, receptions.
- Advance and oversee all production and operational elements.
- Secure permits, if needed, with the appropriate agencies.
- Obtain certificates of insurance from vendors, concessionaires, contractors or other third parties that will be providing goods and/or services.
- Ensure all vendors have required, and up-to-date licenses.
- Source, select, and manage event vendors and services (A/V, supplies, equipment, rentals, software for one-on-one meetings, registration, signage, print materials, etc).
- Source and secure equipment and technical support including specialized technicians if needed, including all A/V equipment and staff.
- Ensure highest audio and video quality standards for both online and in-person events.
- Provide site and ground layouts.
- Craft Indie Week security, safety and emergency response plan.
- Handle print production for graphic items and registration materials.
- Manage event design and décor.
- Source, hire, and oversee all management staff. Recruiting and training of event staff. Producer to contract all staff.
- Coordinate and supervise all aspects of set-up and load in.
- Manage ticket on-sale and all further ticketing and registration.
- Create and execute an attendee communication plan. Including but not limited to: message about logins, badge pick-up, logistics, health and safety, emergency notifications, etc.
- Register all confirmed Indie Week speakers for both curated and sponsored programming
- Contact and remain the main point of contact for all confirmed speakers throughout Indie Week (set up pre-panels call if needed, collect assets (headshot/bio), distribute materials for social media, provide info on green room location, respond to all questions, etc).
- Manage sponsorship deliverables (set-up venue walk-thru, provide logistical information, store swag or other items shipped for use onsite).
- Manage shipping and inventory from and to sponsors and vendors.
- Select and secure food and beverage services for attendees and production staff.
Pre- and During Event Onsite
- Handle onsite and online registration including badge printing.
- Live customer service for registrants and members onsite and online.
- Execute on-site staffing plan.
- Manage non-A2IM event staff.
- Coordinate management of event vendors.
- Manage sponsorship deliverables.
- Keep accurate statistical data of attendance overall and in & out for each room using A2IM’s systems or an agreed upon system.
- Provide best-in-class service for all Indie Week speakers (walk them from green room to step and repeat to panel room if needed).
- Panel Room Managers: responsible for guiding all staff, speakers, and attendees.
- Encourage online, virtual participation (lead conversations).
- Sponsorship activation – collaborate with A2IM sponsorship director to manage on-site sponsors, understanding placement, guarantees. Agree upon and logistics that could be provided.
- Oversee all installations and be the primary point of contact during event for A2IM.
Post Event
- Coordinate and supervise all aspects of strike and load out.
- Clear the venue and return to original condition.
- Return all rented equipment to vendors.
- Return all A2IM’s equipment and supplies to the office as found.
- Provide receipts for all credit card and other expenses on the last day of Indie Week.
- Create post-event evaluation, analysis, and recommendations.
- Provide all event metrics to A2IM.
We are looking for a “turn-key” event. A2IM staff will contribute oversight of the planning aspects and will secure all speakers. The event producer will maximize our event within our budget limitations, help us source new revenue streams, optimize guest experience and satisfaction, facilitate on-site activation for our sponsors and deliver all pre-production, “day-of” production, and logistical needs for both the in-person conference and the virtual event.
Please submit proposals to [email protected] and note INDIE WEEK 2023 in the subject line.
Thank you kindly for your interest.