Senior Event Producer

PRA Business Events•Plantation, FL

1d•Hybrid

About The Position

PRA is a market-leading business event management firm that delivers unique experiences that move hearts, minds and businesses forward. The Senior Event Producer is responsible for the logistical management and operational execution of client events and programs, including complex programs for high-profile accounts with budgets ranging from $500K-$1M+. This role serves as the primary contact for the client during the pre-planning and operation of the client's program post-sale, ensuring client satisfaction and account retention. The producer manages program changes, negotiates and up-sells, and is responsible for managing the expected gross margin for the event. They also handle ordering, confirming, and re-confirming all suppliers, developing relationships, negotiating terms-of-service and price. Financial responsibilities include ensuring deposits are received and billing is completed. The role involves determining Field Staff work assignments, preparing and distributing program information, participating in recruiting and training Field Staff, and processing their compensation paperwork. The Senior Event Producer also maintains inventory of field staff uniforms and materials, completes all program production paperwork, assists Experience Designers with program development, manages cost preparation and related correspondence, and coordinates with hotel and venue representatives. They conduct pre-con meetings, keep sales managers informed, model teamwork, develop new processes, facilitate training, and lead department meetings in the absence of leadership.

Requirements

Bachelor's degree, or equivalent relevant experience
4 years of experience in overseeing the execution of corporate meetings, client events, and other complex programs
Proven ability to lead operations functions and effectively supervise, develop, and mentor Field Staff
Excellent interpersonal and communication skills with a diverse group of clients, supplier partners, coworkers and employees
Demonstrated success in analyzing and interpreting client requirements, contracts, financial reports, and complex legal documents to mitigate risk and ensure profitability
Skilled at presenting information and responding to questions from clients, supplier partners and hoteliers
Ability to multitask and work on multiple programs with different deadlines
Must be able to work well with all levels of management and staff, hoteliers and venue staff, clients and supplier partners
Deep market knowledge of attractions, hotels, parks, venues and supplier partners in the local area and ability to locate and vet new venues and supplier partners
Must be able to work flexible hours including weekends, evenings and holidays

Nice To Haves

DMC, corporate incentive travel, hospitality or related experience highly preferred

Responsibilities

Responsible for the logistical management and operational execution of client events and programs, including complex programs for high profile accounts with budgets ranging from $500K-$1M+
Serves as the primary contact for the client during the pre-planning and operation of the client's program post-sale and ensures the expectations of the client are exceeded to promote client satisfaction and account retention
Meets with Sales team to go through details of a client's program and serves as primary client contact once event has been contracted
Manages program changes during pre-planning and on-site, negotiating and up-selling
Responsible for managing the expected gross margin for the event once contracted
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 and billing is completed
Determines Field Staff work assignments, based on program schedule and staffing needs
Prepares and distributes trip sheets and any other relevant program information and direction for Field Staff
Participates in recruiting and training Field Staff
Coordinates and processes all Field Staff paperwork involving compensation including timesheets, expense reports, and pay rate change forms
Maintains inventory of field staff uniforms and materials and coordinates purchases of additional uniforms and equipment as required
Completion of all program production paperwork, such as trip sheets, check requests, service agreements, invoicing, job costing, expense reports, etc.
Assists Experience Designers with program development according to specifications of client
Manages cost preparation, program summaries, deposit invoices, service agreements, and related correspondence
Responsible for forwarding any necessary program information to hotel and venue representatives to ensure seamless coordination with venue operations
Conducts pre-con meetings with client/hotel to review all details of the program as confirmed
Keeps Regional and Global Sales Managers fully informed of all opportunities and program changes and takes prompt corrective action where necessary to ensure successful delivery of client objectives
Model teamwork and collaboration, setting the standard for professionalism and operational excellence
Develop and implement new processes or improvements to enhance program operations
Facilitate training and professional development initiatives, including ongoing skills development for Event Producers in collaboration with leadership
Lead department meetings and assign programs in the absence of leadership (ADOE)