Title: Event Producer

Reports To: Director, Event Production

FLSA: Exempt, Full-Time

Effective: 4/2023

SUMMARY

Reporting to the Director of Event Production, the Event Producer works closely with event team members across levels, and other agency teams, to ensure flawless execution of assigned projects. Responsible for supporting a variety of corporate clients with a high level of design, detailed contract negotiation and logistics, custom fabrication, entertainment, and event production elements.

We are looking for someone with a passion for the event industry, who wants to join an agency that believes in creating authentic and meaningful human-to-human connections.

This role is for someone who is an organized and methodical thinker, able to successfully capture all pertinent event information and communicate it to the internal team. You will participate in all parts of the event process from initial ideation, budgeting, vendor management, and on-site event production. If you get excited about spreadsheets and floor plans this is the right place for you!

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Integrate all Haute templates, documents project management software, and storage software to follow the Haute event process.
• Participate in brainstorming and strategic discussions for assigned projects.
• Lead or participate in regular client-facing meetings for assigned projects.
• Create detailed budget documents in Excel, from start to finish, with little to no assistance for internal and client approval.
• Source and vet potential vendor partners as needed for each project.
• Source and vet potential destinations or hotels as needed for each project using internal software.
• Create & update visuals as needed to support event proposal & execution, including deck, floor plans, renderings and more.
• Work with internal project management software to create, assign and manage all tasks related to projects.
• Request and execute all contracts for approved event materials, processing POs and payments through appropriate channels.
• Create and manage registration systems using Cvent as needed for projects.
• Source, hire and train on-site event management team and/ or crew as needed.
• Create appropriate organizational documents, production schedules and run of shows as needed for each event, including versions to communicate with all stakeholders.
• Create appropriate documents to oversee production and communication between internal teams related to assigned projects.
• Lead pre-con meetings and staff training sessions before events. Lead internal post-con meetings.
• Manage on-site team (internal or external) for assigned events, including set up of workspaces or offices on-site.
• Prepare emergency plans and event staff manual and lead appropriate training prior to events.
• Responsible for budget leadership to maintain costs and profitability for assigned projects.
• Submit all proper internal accounting paperwork throughout event process and reconciles post-event.
• Maintain a network of supplier partners, appropriately cataloging information.
• Supervise Event Production Coordinators/Event Coordinators as needed.
• Actively participate in networking and other relationship-building in the live events industry.
• Shadow and understand the Senior Event Producer role as much as possible.
• Assist with other tasks as assigned related to program or agency needs.

MINIMUM QUALIFICATIONS

• 3 years experience in event planning, meeting planning, experiential marketing, or related corporate environments
• 3 years experience in budget creation
• Intermediate level proficiency in MS Excel
• Able to work full-time in a remote office setting
• Must have a suitable remote office work environment that includes a printer
• Able to travel 10-30% of the time for client meetings, site visits, client events and other as needed
• A valid drivers license
• A valid passport and the ability to travel internationally
• Passionate about event marketing and live events industry and looking to grow with Haute

KNOWLEDGE, SKILLS & ABILITIES

• Personable and upbeat, demonstrating a professional communication style and customer service orientation
• Ability to communicate clearly, verbally and in writing for internal and external stakeholders
• Extremely detail oriented & well-organized, able to track, update, traffic and manage many specific details for multiple events simultaneously
• Preferred: Event dcor and scenic fabrication experience
• Preferred: Entertainment and event production experience
• Familiar with online meeting systems with knowledge of Zoom preferred

EDUCATION & TRAINING

• Bachelors degree in marketing, Events, PR or equivalent experience.
• Preferred: CSEP, CMP or other designation
• Preferred: Cvent certification or intermediate experience using the software

PHYSICAL REQUIREMENTS

• Able to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, and use a computer, and telephone.
• Continuous viewing of a computer screen and sitting for long periods of time.
• Able to travel to/from working location(s) as needed and required
• Able to stand for up to 3 hours at a time
• Able to push/pull/lift up to 20 pounds

YOU BE YOU

We are a Fair Chance and Equal Opportunity Employer committed to providing you with a fair shake regardless of race, religion, color, national origin, sexual orientation, sex and its associated medical conditions, gender identity or expression, age, veteran status, being differently abled or other applicable legally protected characteristics. Our creativity thrives when people come as they are, and we are committed to providing a workplace free of discrimination or harassment. Need assistance? Email hr@wearehaute.com.