Events Production Manager

SFJAZZ•San Francisco, CA

7d•$80,000•Hybrid

About The Position

SFJAZZ is looking for an experienced Events Production Manager to be part of our Rentals Event team. This role is the project lead responsible for executing both external rental events and internally produced events at SFJAZZ. This position oversees pre-production aspects of rental events and provides day-of on-site event operations load-in through load-out, including contract review and coordination with clients, Front of House (FOH), operations, security, ticketing, catering, and technical production. Additionally, this role advances the technical production elements of performances and events produced by SFJAZZ's Artistic, Development, Education, Community Outreach, and Human Resources departments.

Requirements

At least 3-5 years of experience with event management and production
Working knowledge of audio systems, backline equipment, lighting systems, rigging, multi-camera video systems
Familiaritywith ADA requirements, life safety and crowd management
Demonstrated high level of confidence in making strategic decisions, using good judgement and innovative problem-solving skills
Ability to communicate effectively, both orally and in writing
Proficiency in Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Asana and Vectorworks Spotlight
Ability to direct and manage several projects of equal priority simultaneously and sustain productivity under pressure
Collaborative working style with the ability to foster positive working relationships with diverse groups
This position is required to be in the office three days per week, Tuesday and Thursday with a third day that can be flexible based on workload and approved by manager. The work schedule requires regular availability on evenings and weekends, with varied needs for daytime availability to support events and performances.
Physical requirements include ability to safely navigate stairs, extended periods of time standing, working in dark environments, and the ability to lift up to 35 pounds.

Nice To Haves

Experience working with Artifax (event management booking software) a plus

Responsibilities

Collaborate with the Senior Account Manager to ensure a smooth transition into the execution stage. After the contract is signed, become primary point person for clients, vendors, onsite restaurant and caterers, initiating and leading meetings and site visits to understand event requirements
Gather technical requirements for the event and when needed, procure supplement equipment through external vendors
Coordinate event schedules, registration and/or ticketing, media assets, IT needs, room configuration and set-up and furnishings
Collaborate with internal departments (Production, Front of House (FOH) and Operations) to determine event staffing needs
Direct venue staff as it relates to event and/or performance requirements
Provide guidance on venue floor plans, in collaboration with SFJAZZ Operations team, to clients and caterers. Generate final floorplans, as needed
Coordinate necessary SF Fire Department permits and client-requested SFMTA temporary parking reservations.
Serve as primary contact on site for the Fire Marshall p
Generate detailed event paperwork for distribution to event staff
Track client add-ons and communicate final additions to the Senior Account Manager for final billing
Provide on-site management of assigned event from load-in to load-out
Maintain up-to-date Artifax details and create production sheets based on event specifications.
Serve as the primary point of contact for rental events on the day of the event, ensuring smooth coordination and introducing clients to key internal stakeholders. Brief on-call event managers prior to the handover of responsibilities on event day
Create post-event reports and collect feedback from the production team and on-call event managers.
Approve internal events and communicate requirements with internal stakeholders via Asana.
Develop event checklists, SOPs and protocols
Maintain an up-to-date vendor list and revise it as needed.
Coordinate with the marketing team to redesign production decks when required.
Request event photography and manage the photo archive.
Attend industry events as a representative of SFJAZZ
Other duties as assigned
Review contracts and technical riders for upcoming performances
Advance production details for assigned performances at the SFJAZZ Center and SFJAZZ partner offsite venues through communication with artists/artist management and/or SFJAZZ designated event producer.
Collect technical requirements for the performance or event and procure supplemental equipment, as needed, using external vendors
Monitor production budgets for all assigned productions, including SFJAZZ Main Season, San Francisco Jazz Festival, SFJAZZ Summer Sessions, Education and Community Engagement programs.
Collaborate with Technical Director and Lead Event Technician to determine event staffing needs specific to each Production discipline
Supervise Production staff as it relates to event and/or performance requirements
Generate detailed show paperwork for distribution to event staff
Provide on-site management of assigned event from load-in to load-out
Other duties as assigned