Event Production Planning Manager

Stefanini Group•Detroit, MI

1d•Onsite

About The Position

The Event Production Planning Manager is a role that serves as the critical link between creative vision and event operational execution. This role ensures that events—ranging from large-scale private events and corporate conferences to experiential activations—are executed flawlessly, on time, and within budget.

Requirements

Financial Planning
Financial Reporting
Program Manage PM's & Projects
Microsoft Office
Program Management
5+ years of progressive experience in live event production, with significant experience in both site coordination and technical direction.
Bachelor's Degree

Responsibilities

Develop comprehensive production project plans, including master timelines, resource allocation, and critical path milestones.
Collaborate with creative teams and Production Technical Director to determine the technical requirements (AV, lighting, sound, scenic) needed to bring event themes to life.
Coordinate site visits to assess venue capabilities and constraints against event requirements.
Create and manage detailed event production budgets, ensuring all costs are tracked and variances are communicated proactively.
Ensure all necessary permits, agreements, insurance certificates, and safety documentation are secured.
Collaborating with Purchasing and Finance, lead the RFP/RFQ (Request for Proposal/Request for Quote) process for production vendors, including staging, lighting, catering, talent, facilities, and security.
Act as the primary point of contact for all internal stakeholders and external partners regarding production logistics until ready to hand off to the Site Coordinator and Technical Director.
Manage the "Run of Show" (ROS) and production scripts, ensuring all cues (audio, visual, lighting) are synchronized.
Ensure the load-in, set up, rehearsal, and strike phases are planned for, ensuring adherence to safety protocols and labor regulations.
Coordinate complex transport and freight logistics for equipment and materials.
Coordinate talent and speaker logistics, including green room requirements and technical briefings.
Ensure post-event debriefs are conducted with stakeholders and vendors to verify venue is restored to its normal operational state and document any damage.
Reconcile all production-related invoices and provide a final financial report.
Facilitate Lessons Learned for internal continuous improvement.