AlliedPRA
  • Los Angeles, CA, USA
  • Full Time

Position Title: Event Producer

Classification: Exempt

Reports to: Director of Events                                                 

 

POSITION FOCUS

The 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.  
  • 2 years of experience in overseeing the execution of corporate meetings, client events, and other complex programs. 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.

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • While performing the duties of this job, the employee is regularly required to sit and talk or hear.
  • The employee is regularly required to stand for long periods of time, walk a distance of at least 100 yards repeatedly.
  • The employee is regularly required to use hands and fingers, using them to handle, operate a computer, and reach.
  • They must occasionally lift and/or move up to 30 pounds and regularly lift and/or move at least 10 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

 

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. 

  • The noise level in this office is moderate.
  • While performing the duties of this job, the employee may be exposed to airborne particles.
  • While at some program sites, may be exposed to extreme temperature, noise, and climate differences.

 

TRAVEL

This position is frequently required to travel within the local destination market to which assigned. The following requirements apply: 

  • Ability to travel to program sites, greet clients, participate in multi-day site inspections with sales managers and clients.
  • Ability to travel to other AlliedPRA office locations by vehicle, airplane.
  • Must be able to safely and legally operate a vehicle (personal, rental, or company).
  • Must have a current, valid driver's license for the state in which the employee performs his or her driving duties.
  • Must maintain a clean driving record, i.e., must remain insurable under our company's liability insurance policy.

 

GROWTH/PROGRESSION

This is a stepped position. The different levels for this position are: 

  • Jr. Event Producer
  • Event Producer
  • Event Producer 2
  • Sr. Event Producer
  •  

The duties, responsibilities, and qualifications detailed herein are indicative of those required for all levels, with increasing expectations of autonomy, technical ability, quality, and production output, and decreasing need for job supervision and assistance in carrying out the responsibilities of this position as steps increase.

 Below are additional requirements and expectations for individuals performing the senior step role:

 

Additional Responsibilities

  • May be required to provide new and developing members of team any training, motivation, program guidance they may need.
  • May be required to supervise Event Producer(s) and Event Coordinator(s) in the completion of program development and other team projects.
  • May be required participate in (or to take a lead role) in planning the team's workload distribution.
  • Participates in daily, weekly, monthly and annual team, department and company meetings, taking a lead role as required.

 

Additional Qualifications

  • 3 years of DMC experience required.
  • Must be able to provide a high level of motivation, training and support to the Event Producer Team, particularly during peak season, by listening to their needs and assisting them with solutions to their challenges/opportunities.

 

AAP/EEO STATEMENT

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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