Event Coordinator
3 days ago
PRA Business Events is seeking a skilled Event Producer to join our team.
As an Event Producer, you will be responsible for the logistical management and operational execution of client events and programs. This includes serving as the primary contact for the client during the pre-planning and operation of the client's program, ensuring the expectations of the client are exceeded to promote client satisfaction and account retention.
The ideal candidate will have a bachelor's degree and 3 years of experience in overseeing the execution of corporate meetings, client events, and other complex programs. DMC, corporate incentive travel, hospitality or related experience is highly preferred.
Key Responsibilities:
- Manage program changes during pre-planning and on-site, negotiating and up-selling
- Responsible for managing the expected gross margin for the event once contracted
- Order, confirm, and re-confirm all suppliers, develop relationships with supplier/partners, negotiate and contract terms-of-service and price
- Ensure deposits for program have been received as contracted and billing is completed
- Determine Field Staff work assignments, based on program schedule and staffing needs
- Prepare and distribute trip sheets and any other relevant program information and direction for Field Staff
- Participate in recruiting and training Field Staff
- Coordinate and process all Field Staff paperwork involving compensation
- Maintain inventory of field staff uniforms and materials and coordinate 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.
- Assist Experience Designers with program development according to specifications of client
- Manage 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
- Conduct pre-con meetings with client/hotel to review all details of the program as confirmed
- Keep Regional and Global Sales Managers fully informed of all opportunities and program changes and take prompt corrective action where necessary to ensure successful delivery of client objectives
Qualifications:
- Bachelor's degree, or equivalent relevant experience
- 3 years of experience in overseeing the execution of corporate meetings, client events, and other complex programs. DMC, corporate incentive travel, hospitality or related experience highly preferred
- Ability to manage operations functions and effectively supervise and direct Field Staff
- Excellent interpersonal and communication skills with a diverse group of clients, supplier partners, coworkers, and employees
- Ability to read, analyze, and interpret client proposal requirements, contracts, financial reports, and other legal documents
- Ability to effectively present information and respond 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
- Working 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
- Some travel required to support region and PRA system as needed
PRA Business Events is a leading business event management firm that delivers unique experiences that move hearts, minds, and businesses forward. We work collaboratively with clients to craft creative, multi-sensory attendee journeys to leave a lasting impression.
Our Corporate and Incentive Program Planning Capabilities Include:
Creative Event Design + Production
Local Excursions
Tours
Teambuilding
Offsite Events
Dine Arounds
Digital + Hybrid Programming
Health + Safety Logistics
CSR + Giveback Initiatives
Sustainable Planning Services
Transportation Logistics
Staffing
Content Creation
Graphic Design + Branding
Gifting
Follow PRA Business Events on social @PRABusinessEvents and visit https://www.pra.com/ for more information.
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