Thomas Sterner, DES
Chief Event Officer @ Complete Meeting Production Services | Live Event Executive Producer | Producer | Event Production | Freelance Project Management | Freelance TD | Freelance Stage Manager
June 6, 2025
Behind the Scenes of High Stakes Business Events
When most people hear the term “Executive Producer,” their minds often go to film or television. But in the world of corporate meetings and events where strategy, brand messaging, and flawless execution intersect the Executive Producer (EP) plays a critical, if often invisible, role.
In short, the Executive Producer is the person ultimately responsible for the success of a corporate meeting, from initial concept to final applause.
1. Strategic Oversight & Vision Alignment
The Executive Producer acts as the bridge between a company’s strategic goals and the event’s creative and logistical execution. They begin by understanding the event’s purpose whether it’s a product launch, leadership summit, sales kick off, or annual general meeting and ensure every element of the meeting supports that goal.
They work closely with senior stakeholders, marketing teams, and sometimes external agencies to shape the event narrative, tone, and desired outcomes. Every show flow, visual asset, speaker cue, and breakout session should ultimately point back to the big picture.
2. Creative Direction
While they don’t necessarily create the content themselves, EPs often lead the creative team. They make high level decisions about stage design, motion graphics, media integration, and branding. They approve scripts, keynotes, and visual treatments to ensure a cohesive and compelling attendee experience whether in person, hybrid, or virtual.
This role is especially crucial when working with multiple departments and vendors. The EP acts as the central brain, aligning creative efforts and avoiding the chaos of “too many cooks in the kitchen.”
3. Technical and Show Leadership
The Executive Producer partners with the Technical Director, Production Manager, and Show Caller to ensure every element of the show is technically feasible and flawlessly executed. They may not run the switcher or call cues themselves, but they understand the tools and workflows that make live production successful.
In many ways, the EP is like the conductor of an orchestra bringing together lighting, video, audio, stage management, scripting, and content teams into one synchronized performance.
4. Budget Ownership & Vendor Management
The EP often owns the event budget or works alongside the client to manage it. This includes sourcing and negotiating with vendors, managing production timelines, allocating resources, and ensuring ROI.
They know where to invest for maximum impact and where to scale back if needed all while keeping the integrity of the show intact.
5. Speaker and Executive Support
High-level corporate events usually feature C-suite speakers, keynote guests, or celebrity talent. The Executive Producer plays a key role in preparing and supporting these individuals. That includes script coaching, teleprompter integration, rehearsal scheduling, and crafting a confident on-stage experience.
They are also the trusted liaison between high stakes speakers and the production team making sure that messaging is aligned, transitions are smooth, and no one is left guessing what happens next.
6. Crisis Management & Decision Making
No event goes entirely to plan. From last minute content changes to technical glitches or flight delays, live events demand real time decision making. The EP is the person everyone turns to when the unexpected happens.
Their calm presence, coupled with a broad understanding of the event ecosystem, allows them to make the right call quickly whether that’s adjusting a show flow, reordering speakers, or shifting resources behind the scenes.
7. Post Event Wrap Up & Evaluation
Once the event is over, the EP doesn’t just disappear. They often lead the post-event debrief, gathering feedback, analyzing metrics, and identifying improvements for the future. They may also oversee media archiving, post-show content edits, and delivery of final assets to the client.
In Summary
The Executive Producer of a corporate meeting is equal parts strategist, showrunner, creative director, logistics manager, and trusted partner. They ensure that the event not only runs smoothly but delivers on its purpose whether that’s driving engagement, communicating vision, celebrating wins, or inspiring change.
They don’t just produce a show. They deliver an experience one that reflects the brand, aligns with business goals, and leaves a lasting impression.
