Senior Event Producer

PRA Business Events•Orlando, FL

4d•Hybrid

About The Position

PRA is hiring a Senior Event Producer for a hybrid role based in or near Orlando, Florida, with an average of two days per week in the office. The role manages the logistics and operational execution of client events and programs, including complex programs for high-profile accounts with budgets ranging from $500,000 to $1 million or more. The Senior Event Producer serves as the primary client contact after a program is contracted, manages expectations and changes, and works to exceed client expectations, support retention, and ensure successful delivery and profitability. The position coordinates clients, suppliers, hotels, venues, Field Staff, Sales, and Experience Designers throughout planning and event operations. It oversees supplier contracting, program finances and paperwork, staffing assignments and training, and event readiness. The Senior Event Producer also contributes to process improvements and staff development, and leads department meetings and assigns programs when leadership is absent (ADOE).

Requirements

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

Nice To Haves

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

Responsibilities

Manage logistics and operational execution of client events and programs, including complex programs for high-profile accounts with budgets of $500,000 to $1 million or more.
Serve as the primary client contact during pre-planning and program operations after sale, working to exceed client expectations and promote satisfaction and account retention.
Meet with the Sales team to review program details and take over as the primary client contact once an event is contracted.
Manage program changes during pre-planning and on-site, including negotiating and up-selling.
Manage the expected gross margin for each contracted event.
Order, confirm, and reconfirm suppliers; build supplier-partner relationships; and negotiate and contract service terms and pricing.
Ensure contracted program deposits are received and billing is completed.
Determine Field Staff assignments based on program schedules and staffing needs.
Prepare and distribute trip sheets and other relevant program information and direction for Field Staff.
Participate in recruiting and training Field Staff.
Coordinate and process Field Staff compensation paperwork, including timesheets, expense reports, and pay-rate change forms.
Maintain inventory of Field Staff uniforms and materials and coordinate purchases of additional uniforms and equipment as needed.
Complete program production paperwork, including trip sheets, check requests, service agreements, invoicing, job costing, and expense reports.
Assist Experience Designers with program development according to client specifications.
Manage cost preparation, program summaries, deposit invoices, service agreements, and related correspondence.
Forward necessary program information to hotel and venue representatives to coordinate with venue operations.
Conduct pre-con meetings with clients and hotels to review confirmed program details.
Keep Regional and Global Sales Managers informed of opportunities and program changes and take prompt corrective action when needed to ensure client objectives are met.
Model teamwork and collaboration and set standards for professionalism and operational excellence.
Develop and implement 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).