Programming Event Production Manager

The 'Quin House•Boston, MA

3d•Onsite

About The Position

The 'Quin House is a multi-award-winning modern private social club in Back Bay that brings together a diverse mix of interesting and interested members of all ages, industries, and backgrounds to forge meaningful connections, expand lives and create a community of impact. A vibrant, reimagined hospitality venture intended to enrich the lives of those who join, the club is based on the core principles of providing a place in the city that embraces diversity & inclusivity, stimulating experiences in programming, amazing food and beverage, beautiful design, top-notch hospitality and philanthropy. WHO ARE WE LOOKING FOR? The ideal candidate is a driven self-starter with an entrepreneurial spirit who is passionate about events and programming as well as member experience. This person enjoys being part of a start-up environment and is committed to being a team player. They should have demonstrated dedication to world class event management, vendor relations and a desire to create unique experiences for members. PRIMARY RESPONSIBILITIES: The ‘Quin Programming Event Production Manager is a full-time position and a key role on The ‘Quin’s Programming team. An operational role, this position leads all aspects of club-wide Programming event execution and post-event coordination. The Event Production Manager is responsible for ensuring a world-class event and extraordinary member experience. Their wealth of onsite experience uniquely positions the Event Production Manager to inform executional approaches to ensure each event is better than the last. The Programming Event Production Manager is the interfacing point person for relevant internal and external (3rd Party & Talent) parties ensuring that teams arrive on time and are well-equipped on the day of the event. They have experience managing multiple communication channels to disseminate pre-event information including creating BEO’s in TripleSeat. Overseeing set-up and the duration of the program including tech associated with the event, the Event Production Manager has an acute sense for the members’ multisensory experience. The Event Production Manager prioritizes welcoming every member at the door and takes attendance as required before cueing the beginning, Q&A and end of the program. The ‘Quin House hosts more than 400 collective on and offsite programs in a calendar year – with operations open 7-days/week. This role requires schedule flexibility to work nights and weekends regularly as well as a regular presence at offsite events – most of which are within the Boston metropolitan area. This is a primarily onsite role (5 days/per week). This position will occasionally require long hours, including regular early evening and weekend event coverage, as well as oversight of vendor set up and break down, as a part of the job. It requires the ability to be flexible with scheduling and managing priorities.

Requirements

Bachelor’s Degree in related field of study, preferred
Minimum 5 years of experience in an operational event role, in a full-time professional capacity
Experience producing a regular schedule of events, back-to-back with consistency
Strong grasp of F&B and BOH terminology
Proficient building floorplans and BEO’s in Tripleseat event management software
Strong familiarity of working with 3rd Party Rental companies
Multifaceted; able to wear many hats and pivot as required
Strong capabilities in tech; able to troubleshoot A/V under pressure
Natural composure during high-pressure, dynamic, live event situations
Experience handling white-glove talent, and comfortable engaging with members/talent/associates at all levels
Hospitality experience is a must.

Responsibilities

Attend scheduled BEO meetings
Develop and deliver talent agenda/event timeline
Reinforce club policies
Arrange & securing all physical materials (signage, books, menus etc.)
Communicate costs/estimates to department head for approval and submit POs ahead of purchases.
Complete the FOH vendor check-in sheet informing the Ambassadors of all 3rd Party (vendor & talent) arrivals
Awareness of attendee list and actively able to engage with and facilitate introductions between members.
Coordinating all logistics surrounding rental items needed for the event.
Taking a leadership role at Programming events, the Event Production Manager acts as director in the host venue.
Direct on-site logistics/operations and instruct/assign/train staff when needed to supplement event staff.
Adjust the room ahead of guest arrival to meet world-class expectations
Ensures everyone working the event understands the objective and primary goal of the program
Positioned at the entrance, the Event Production Manager prioritizes welcoming every guest at the door and taking member/guest attendance as required.
Ensures the event starts and ends on time and cues any Q&A, voting, or auxiliary components so that members clearly understand the agenda and related segments.
Delivers pre-approved, member-facing program opening and closing remarks as needed.
Collaborate effectively with other teams
Coordinate operations with other club departments to ensure efficient member service.
Trained in responding to onsite emergencies, this role considers and acts on the safety measures defined in respective training courses. The Event Production Manager is also responsible for upholding maximum occupancy, and compliance with fire and egress measures.
Identifies new and innovative ways of executing events and meeting challenges with solutions; overall working to manage costs effectively and maximizing per member ROI
Ensuring the Happometer survey is deployed and calling assigned detractors.
Closing events accurately and within 48-hours of the end of the program
Tracking no-show attendance, and charging members as needed.
Regularly issue thank you notes for programming partners following events (within 2-weeks).
Maintain a detailed list of vendors who may be candidates for complimentary tickets (ex. Celtics Suites)
Organize and maintain department resources including templates, contracts, data collection tools/workbooks, budget tracker, team calendar, FOH vendor check-in list.
Communicate privacy standards/permissions of The ‘Quin House to all 3rd parties; including those found to be offenders post Programming event.
Acts as a central point for Programming related club communication – maintaining dynamic priority lists, detailed meeting recaps, and controlling timelines to ensure simultaneous project flow and programming responsiveness throughout the organization and with 3rd party vendors.
Contributes as requested to Programming sections within Monthly Manager Meeting and Quarterly Department Reviews.
Attends Morning Meeting as a department representative providing relevant and informative day-of/week-of information to the group.
Manage the workflow of supporting 3rd party partners including but not limited to guest speakers, rental companies, A/V teams, ensuring all parties deliver to project scope following the predetermined timeline.
Provide a keen lens to proofing all Programming print/digital materials before they ae member-facing, reflecting accurate titles, dates, timing & venue specifications.
Ensures workflow from concept to production is efficient, well communicated and offers solution-oriented creative approaches.
Contributes toward annual Programming Team Goals, ensuring regular progression through workflow and prioritization.
Assumes additional responsibilities as assigned.