AlliedPRA
  • Palm Desert, CA, USA
  • Contract

Position Title:  Freelance Event Producer                                                                      

Reports to: Director of Events                                                  

 

Company: Started in 1981, AlliedPRA is an award-winning, full-service destination management company providing clients with a professional service resource in designing and executing destination programs. We currently have 25+ offices throughout the United States. Our services include Special Events, Transportation, Activities, Sightseeing Tours, Program Logistics, Team Building Events, Decor and Entertainment Options. Office environment is friendly, relaxed, progressive and challenging. 

 

Our Values and Culture: 

  • Act with Humility
  • Deliver with Intensity
  • Own Our Results 

This is who we choose to be, and how we show up every day. Whether wowing our clients, working with other members of our teams, or maintaining strong relationships in our communities and with our partners, these core values set the stage for how we do business. 

Our challenge to every employee is to be a person who is passionate about what they do, working with a team focus, and leaving a positive impact on everything they touch. This is not easily lived out, but it is the AlliedPRA expectation of excellence. 

Apathy need not apply here. We're making waves and only want wave makers.   

If this excites you and you're up to the challenge, then AlliedPRA just might be a right fit for you.  

 

POSITION FOCUS

The Freelance Event Producer is responsible for the logistical management and execution of client events and programs and serves as the primary contact for the client during the pre-planning and operation of the client's program. Ensures the expectations of the client are exceeded to promote client retention. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Meets with Sales team to go through details of a client's program.
  • Keeps accurate notes in program files of all correspondence between clients and Event Production (e-mail, phone calls, letters, etc.).
  • Negotiates and sells additional items for programs.
  • Orders, confirms and re-confirms all suppliers, develops relationships with supplier/partners, negotiates and contracts terms-of-service and price including, but not limited to: service expectation levels, guarantees, cancellation, billing information, directions, etc.
  • Ensures deposits for program have been received as contracted.
  • Prepares and distributes trip sheets and any other relevant program information for field staff.
  • Responsible for forwarding any necessary program information to the hotel representative.
  • Conducts pre-con meetings with client/hotel to review all details of the program as confirmed.
  • Trains and directs field staff at functions, assigning them to positions, according to their skill levels.
  • Responsible for invoicing of client according to department SOPs.
  • Complete program follow-up reports, approves field staff payroll and expense sheets, reconciles program advances and submits expense reports to accounting according to SOPs.
  • Keeps NSM and/or DOE promptly and fully informed of all opportunities and other unusual matters and takes prompt corrective action where necessary or suggests alternative courses of action which may be taken.
  • Responsible for operating complex programs with budgets over $500,000.

 

QUALIFICATIONS:

  • Bachelor's degree, or equivalent relevant experience, or a combination thereof.
  • 5 years of experience in overseeing the execution of corporate meetings, client events, and other complex programs within Palm Springs area. DMC, corporate incentive travel, hospitality or related experience highly preferred.
  • Ability to manage operations functions and effectively supervise and direct Field and Office staff.
  • Excellent interpersonal and communication skills with a diverse group of clients, supplier/partners and employees.
  • Ability to read, analyze, and interpret client proposal requirements, contracts, financial reports, and other legal documents.
  • Ability to respond to common inquiries or complaints from clients, supplier/partners, and co-workers.
  • Ability to prepare reports and write business correspondence.
  • Ability to effectively present information and respond to questions from clients, supplier partners, and hoteliers.
  • Ability to work on multiple programs with deadlines.
  • Must be able to work well with all levels of AlliedPRA management and staff, venue staff, clients and supplier/partner.
  • Strong mathematical skills (calculating percentages, proposals using mathematical equations).
  • Working knowledge of attractions, hotels, parks, venues and supplier/partners in the local area and ability to locate new venues and supplier/partners.
  • Must be proficient in the use of technology, including Microsoft Office Suite and industry specific software.
  • Must be able to work flexible hours including weekends, evenings and holidays.
  • Ability to travel to venue locations, client sites, and AlliedPRA offices as needed.

 

WORK ENVIRONMENT

The work environment characteristics for this position are typical of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

WE LOVE DIVERSITY!

AlliedPRA believes in creating long-term relationships by being responsive and relevant and by consistently delivering value to our community and to our clients. Specifically with our employees, we focus on attracting, developing and retaining the best talent for our business, challenging our people, demonstrating a "can-do" attitude and fostering a collaborative and mutually supportive environment.

 Diversity creates a healthier atmosphere: All qualified applicants will receive consideration for employment without regard to protected age classification, ancestry, color, religious creed, marital status, military and veteran status, national origin, race, sex, gender, gender identity, and gender expression. AlliedPRA will make every reasonable effort to accommodate individuals based on their disability status.  

AlliedPRA
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