Job Description
Position Overview The Event Producer is a senior-level event management professional responsible for owning the full lifecycle of assigned events—from handoff after contract signature to post-event wrap-up. This role blends creative vision, logistical mastery, client relationship leadership, and cross-functional coordination to ensure events are executed flawlessly and exceed client expectations. Event Producers represent the company’s brand at every interaction and drive operational excellence, service quality, and onsite leadership. They are trusted advisors to clients and strategic partners to internal teams. Key Responsibilities 1. Client Experience & Relationship Leadership Serve as the primary point of contact for clients from contract handoff through event completion. Conduct detailed onboarding calls or meetings to refine objectives, vision, aesthetic preferences, guest experience goals, and any logistical challenges. Provide expert guidance on menu curation, service style, event flow, staffing, rentals, décor elements, and venue-specific considerations. Present creative solutions and suggestions that elevate the client experience while staying within budget and operational capabilities. Build trust-based relationships through proactive communication, transparency, and strategic advice. 2. Event Design, Strategy & Planning Translate client goals into comprehensive production plans, run-of-show documents, service timelines, and staffing plans. Develop floorplans, guest flow strategies, and site-specific logistical plans tailored to the venue and event type. Collaborate with culinary leadership to align menu selection, service timing, allergen management, and preparation requirements. Source, recommend, and coordinate external vendors for rentals, florals, entertainment, AV, production, décor, or specialty services. Conduct venue visits, walkthroughs, and logistics meetings to ensure full alignment with all stakeholders. 3. Operational Coordination & Internal Communication Act as the bridge between clients and internal departments including culinary, beverage, operations, staffing, warehouse, rentals, and leadership. Create highly detailed Banquet Event Orders (BEOs), production sheets, packing lists, and distribution-ready internal documents. Ensure all teams have accurate, updated information well in advance of event day. Partner with operations/staffing managers to ensure the right team, skill mix, and leadership are assigned. Monitor workload, inventory needs, equipment availability, and other cross-department constraints. 4. On-Site Event Leadership Lead event setup, service, timeline execution, and strike with confidence and professionalism. Direct staff, manage vendor arrivals and load-in, enforce quality standards, and ensure seamless guest experience. Serve as the face of the company during the event, managing client expectations and keeping all partners aligned. Troubleshoot issues, adapt to real-time changes, and uphold brand standards throughout the event lifecycle. Manage client approvals, onsite changes, and post-event financial adjustments. 5. Financial Stewardship & Administration Monitor and manage event budgets, advising clients on cost-saving opportunities or upgrade recommendations. Track changes in scope and ensure all adjustments are reflected in updated proposals or final invoices. Finalize post-event accounting, labor reconciliation, and vendor payments. Conduct post-event reviews to identify operational improvements and client feedback for future growth. 6. Leadership & Professional Standards Model exceptional hospitality, communication, and leadership behavior for staff and partners. Mentor junior team members, contribute to training initiatives, and support continuous improvement efforts. Stay current with industry trends, service innovations, and emerging event technologies. Actively contribute to a culture of collaboration, accountability, and excellence. Qualifications & Experience Required 3–5+ years of event production experience within catering, hospitality, luxury venues, or event agencies. Demonstrated ability to lead complex events independently. Strong background in client-facing roles with exceptional communication and relationship management skills. Expertise in event logistics, floorplans, rentals, and vendor coordination. Proficiency in event production software, CRM systems,