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 Production 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 levels 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 the 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 pre-production deadlines.
Schedule and host kick-off calls with the clients.
Serve as the primary point of contact for the client leading up to the day event
Prepare and distribute all room diagrams
Work closely with the 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 PEOs (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 the client on any post-event deliverables
Conduct weekly event meetings 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 the proper calculation of all program checks and ensure client approval and signatures
Ensure the 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
Who We Are
Convene Hospitality Group (CHG) operates a global portfolio of lifestyle brands focused on creating places and experiences that bring people together. The company designs, develops, and operates hospitality-driven destinations to host gatherings of all kinds, ranging from small corporate meetings to immersive brand activations and beyond. We love bringing people together in person, and that passion for great experiences extends to our employees as well. If you're interested in creating inspiring moments of connection, consider joining our team.
We’re Here For You
Health and Wellness
Private medical insurance
Subsidised eye care
Subsidised fitness membership
Employee Assistance Program: well-being support and personal advice programme
Time Off and Work-Life Balance
25 days annual leave plus bank holidays, and company sick pay
Financial Support and Benefits
Bonus scheme
Interest-free loan for rail season tickets & further education
Subsidised bicycle purchase through the Cycle to Work scheme
Professional Development and Recognition
Continuous professional and personal development support
Employee recognition and reward programs to mark achievements and milestones
Community and Impact
Opportunities to volunteer, donate, and participate in community give-back initiatives
The opportunity to have a significant impact on your team and the business in the work that you do
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.
