Position Overview

The Event Producer (EP) has overall responsibility for each project assigned for event production and serves as the primary owner and point-of-contact with all internal departments and the key client contact. The EP is responsible for collaborating with sales to finalize an approved scope of work to ensure a smooth transition to event production. This position manages all phases of the project, including pre-show, on show site, and post-show activities. The EP must manage within the estimated, approved budget by coordinating, administering, and disseminating information from the client, account executive, and internal operations of Hargrove LLC. The Event Producer also serves as the primary liaison to venues and/or any subcontractors in establishing contractual elements and outlining the chain of command.   

Event Producers own projects of a higher complexity requiring advanced degree of expertise and ability as it relates to show size, scale, and custom components. These project plans vary according to specific lines of business that will cross special events/exhibits and/or trade shows. This position has the additional responsibility of supporting the Executive Director and Group Managers with training and mentoring of fellow staffers and supporting corporate initiatives such as workflow development and standard operating processes and procedures. Event Producers may also represent the Executive Director at corporate operational meetings and communicate findings and developments. 

Key Job Responsibilities 

• Provide trusted leadership to the cross organizational team to build consensus on the vision, strategy, and execution of each project.

• Collaborate with Sales Account Executive to confirm proposal estimates are realistic and accurate prior to final presentation to client.

• Responsible for managing larger, complex shows requiring a much higher level of detail; ensuring core event deliverables.

• Assigned to projects by Executive Director based on three (3) criteria: 

o Type of Client: Corporate or connection to Encore or high-profile client

o Complexity: If SOW is undefined, EP is assigned and responsible for completion

o Revenue ($1M+)

• Participate in Project Launch Meeting owned by the Sales Account Executive, ensuring a smooth transition to event production project team.

• Owns, schedules, and leads all internal and client meetings including Pre-Production, Production, Tie-Down, Exhibit Roundup, and Post-Show Wrap-up meetings, providing all vital communication, documentation, and invoicing.

• Responsible for researching, recommending, and managing 3rd party vendors, with client’s approval.

• Responsible for the successful briefing and handover to onsite staff.

• Overall budget management, costings, and profit margins for each job; including planning and project timeline management.

• Oversee the completion of appropriate work orders and detailed order forms in timely fashion.

• Work closely with venue CSM to manage space allocation.

• Manage all show dates and accurately maintain Forms database.

• Ensure the completion and updating of all floor plans, including initial fire marshal requirements.

• Attend client meetings and site inspections as required.

• Coordinating all install/dismantling requirements and schedules with operations.

• Other duties as assigned.

Job Qualifications

• Bachelor’s degree or higher in Business, Marketing, Event Planning, Communications, or a related area of study or equivalent industry experience

• 5+ years of event production including special events and trade shows

• 3+ years of direct account/client management

• 2+ years of people leadership and/or management

• Excellent customer service skills and the ability to work with cross-functional teams across many levels of management, including the executive leadership

• Budget monitoring and management

• Works well both independently and as a team player, both in the office and at show site with little to no supervision

• Familiarity with web-based project management software packages

• Fluent using the English language, along with excellent written and oral communication skills

• Positive approach to teamwork, sales and problem solving

• Detail oriented, strong organizational skills, and works well under pressure

• Microsoft Office 365 experience required

• Certified Meeting Planner certification preferred

• Ability to pass a high-level background check

• Willingness to travel (