Event Production Lead

New York Road Runners•New York, NY

4d•Hybrid

About The Position

The Event Development and Production Department develops and produces NYRR events from concept all the way through execution in alignment with NYRR’s mission. The TCS New York City Marathon, United Airlines NYC Half and the RBC Brooklyn Half are just a few of the 40+ adult events and 30+ Rising New York Road Runners youth events produced by the team each year. The team leads core elements of the operations including physical site management, timing and scoring operations, volunteer management, hospitality and special events, safety and security, management of our warehouse and all race collateral, city and state agency relationship management, and permitting. This position will report to the Director, Event Production, with the core responsibility of managing, leading and producing NYRR events properties, including the TCS New York City Marathon.

Requirements

Minimum 3-5 years of event project management experience, preferably in the sports and/or entertainment industries, including a strong logistical/operational and customer service background as well as Run of Show, Scripting and Stage Management Experience.
Event site planning and management experience.
Working knowledge of event site planning, power, lighting, connectivity and A/V.
Ability to manage budgets and work within established budgetary guidelines for each event.
Willingness to travel, work various weekends and extended hours as needed.
Strong leadership skills and the ability to work effectively in a collaborative team environment; ability to manage part-time staff.
Focused attention to detail.
Ability to effectively manage multiple projects simultaneously and thrive in a fast-paced environment.
Works well under pressure and tight deadlines.
Comfortable presenting to organizational senior management and external City Agencies.
Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
Strong attention to detail
Excellent written and verbal communication skills
Ability to work occasional weekends or evenings
Strong commitment to diversity, equity, and inclusion
All staff are required to work the United Airlines NYC Half Marathon, RBC Brooklyn Half Marathon, and the TCS NYC Marathon.

Nice To Haves

Previous experience in the NYC event planning landscape is preferred
USATF Official Certification and technical knowledge of road racing preferred.
FEMA Level 100, 200, 700 and 800 training preferred.
CPR/AED and First Aid Certification preferred.
Forklift certification preferred.
Proficient in Spanish a plus.

Responsibilities

Manage all aspects of the project life cycle for NYRR events: expense tracking and invoice reconciliation, site planning, permits/approvals, timelines, preparation of logistics, run of shows and scripts, announcer scheduling, stage management, power and sound, live entertainment, staffing, vendor and contract management, execution of sponsorship activation plans and runner engagement activities and event execution. Post-event reconciliation and preparation of reports and recaps.
Management and focus on sponsored and street events, in addition to Central Park and Prospect Park events.
Develop and create site layouts using Google Maps, Adobe PDF, PowerPoint, or similar mapping software.
Oversee ordering of materials from outside vendors; acting as point-of-contact ensuring delivery and placement; processing related vendor payments.
Collaborate with the Runner Services (Customer Service), Warehousing, Production, Race Scoring, Staffing / Volunteer, Hospitality, Broadcast and Medical teams to ensure all plans integrate seamlessly into the overall event operation.
Develop and maintain event standards (production levels, runner services and amenities, medical, safety, security, communications, technology solutions and contingency plans), standard operating procedures, planning management tools and event analytics for all NYRR races with the goal of optimizing operational efficiencies.
Mentor other team members and Interns through project planning.
Liaison externally with City Agencies (NYC Parks Dept, Central Park Conservancy, Prospect Park Alliance, NYPD, FDNY, The Mayor’s Office, Department of Transportation, Department of Sanitation, MTA) and local communities to ensure successful operation of NYRR events.
Liaison internally with departments (Strategic Partnerships, Marketing, Strategy & Planning, IT and Finance) to ensure the entire organization is together on partner deliverables, brand messaging and runner communications, overall organizational strategy and budgets for NYRR event properties.
Other duties and department projects as assigned.