Event Production Manager – Convene

Company Name: Convene
New York, NY 
Full Time

Job Description:

We’re seeking an Event Production Manager to join our Event Operations team in New York. The role will report directly to the Senior Director, Implementation.

What You’ll Do:

The Event Production Manager will act as the primary point of contact for the client during the planning process while also liaising with our on-site event, technology, and control room teams to ensure a seamless meeting event experience from start to finish. The Event Production Manager will ensure that the client’s vision for their event is executed, and that the client is fully supported from kick-off to post-event. The Event Productions Manager acts as project manager and ensures completion of on-site responsibilities by the Event Operations Team. The Event Production Manager supports our hybrid, virtual, and physical meetings products. The Event Production Manager lives Convene’s values and exhibits our hospitality standards at all times.

As The Event Production Manager, You Will:

  • Plan and oversee meetings programs across our physical, hybrid and virtual products.
  • Effectively communicate both verbally and written, with all level of associates, clients, and all Convene departments in an attentive, friendly, courteous, and service-oriented manner.
  • Effectively listen to, understand, and clarify concerns raised by associates and clients.
  • Serve as a pre-sales support function for our Sales team to advise on applicable deadlines and requirements to ensure a successful event. Work closely with Sales Department to prepare room diagrams and photos, and facility insights; assist relationship managers in getting clients through the contract phase
  • Develop event timelines and communicate any and all pre-production deadlines.
  • Schedule and host kick-off call with client.
  • Serve as the primary point of contact for the client leading up to day-of event
  • Prepare and distribute all room diagrams
  • Work closely with culinary and service team to finalize menus and timing
  • Partner closely with our AV Production to plan the client’s run of show and vision for physical and hybrid Studio Events as needed.
  • Host client Run of Show Review with AV Production team and Event Operations Manager.
  • Partner closely and oversee the execution of tasks by the Event Operations Team.
  • Assign and manage event tasks in our project management tools. Follow up as needed with the Event Operations Team to ensure tasks are completed to standard and on-time.
  • Create and maintain detailed event documentation for each booking
  • Responsible for the creation of PEO’s (Program Execution Orders), program diagrams, and invoices
  • Support our Event Site Production team with the collection of the livestream event platform details, including, but not limited to, agenda, speaker details, sponsor details, and other collateral.
  • Manage client expectations on available features, which also includes working closely with Product and Design teams to help inform future platform enhancements.
  • Conduct pre-event and post-event debriefs for our internal stakeholders.
  • Follow up with client with any post-event deliverables
  • Conduct weekly event meeting and regular PEO meetings
  • Provide status updates to internal and external stakeholders on pre-production milestones to ensure successful delivery on the day of the event.
  • Supervise proper calculation of all program checks and ensure client approval and signatures
  • Ensure collection of all program balances

What We Look For:

  • 3+ years in a customer facing role
  • Prior experience in event planning and project management
  • Comfort using web based collaboration tools including, but not limited to Slack, Salesforce, SmartSheets, Google Suite
  • Familiarity with SaaS, event platform/video/web conferencing a plus
  • Strong business acumen and staying cool under pressure
  • Natural problem solver, obsessed with finding appropriate solutions to meet customer needs
  • Able to multitask, and obsessed with customer satisfaction

We’re Here For You:

  • Excellent health coverage for you and your family
  • Medical and insurance navigation support through Eden Health
  • Generous paid time off, including an extra day off for your birthday
  • 401K plan with company matching
  • Professional development support
  • Access to healthy meals and snacks at work

Convene is committed to building an inclusive and diverse workforce. We are an Equal Opportunity Employer and welcome people from all backgrounds, experiences, abilities and perspectives.