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Event Producer

Event Producer

PRA Business EventsBoston, Massachusetts, US
30+ days ago
Job type
  • Part-time
Job description

Event Producer

Below, you will find a complete breakdown of everything required of potential candidates, as well as how to apply Good luck.

PRA is the market-leading business event management firm, delivering unique experiences that move hearts, minds and businesses forward. Blending Passion, Reach and Authenticity, PRA works collaboratively with clients to craft creative, multi-sensory attendee journeys to leave a lasting impression.

This role is part-time and works 15-29 hours per week, on average. This position is based in the Boston area and enjoys a hybrid remote / in-office schedule, allowing for flexibility based on our client's needs.

Primary Responsibilities

  • Responsible for the logistical management and operational execution of client events and programs.
  • Serves as the primary contact for the client during the pre-planning and operation of the client's program post-sale and ensures the expectations of the client are exceeded to promote client satisfaction and account retention.
  • Meets with Sales team to go through details of a client's program and serves as primary client contact once event has been contracted.
  • Manages program changes during pre-planning and on-site, negotiating and up-selling.
  • Responsible for managing the expected gross margin for the event once contracted.
  • Orders, confirms and re-confirms all suppliers, develops relationships with supplier / partners, negotiates and contracts terms-of-service and price including, but not limited to service expectation levels, guarantees, cancellation, billing information, directions, etc.
  • Ensures deposits for program have been received as contracted and billing is completed.
  • Determines Field Staff work assignments, based on program schedule and staffing needs.
  • Prepares and distributes trip sheets and any other relevant program information and direction for Field Staff.
  • Participates in recruiting and training Field Staff.
  • Coordinates and processes all Field Staff paperwork involving compensation including timesheets, expense reports, and pay rate change forms.
  • Maintains inventory of field staff uniforms and materials and coordinates 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.
  • Assists Experience Designers with program development according to specifications of client.
  • Manages 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.
  • Conducts pre-con meetings with client / hotel to review all details of the program as confirmed.
  • Keeps Regional and Global Sales Managers fully informed of all opportunities and program changes and takes 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.

    • Whether in-person, remote, or hybrid, PRA guides organizations in bringing people together with strategic content, brand engagement and authentic destination experiences. PRA has local teams across the US covering more than 29 top destinations, and a remote execution team who can plan anywhere our clients envision an incomparable meeting or event.

    Internally, we have a robust sustainability and social impact program that includes initiatives around carbon reduction, pushing towards zero waste, supporting the American Forest Foundation and PACT-USA, working with our supply chain to ensure we have sustainable and diverse suppliers for client events and a focus on equity, diversity and inclusion.

    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 on social @PRABusinessEvents and visit www.pra.com for more information.

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