Remote Event Production Manager

Summary

Join Convene, a global industry leader in premium meeting, event, flexible office, and membership spaces, as an Event Production Manager. This role will assist in the planning and execution of events at Convene's San Francisco property. The ideal candidate will have a passion for Hospitality and Events, be a proponent of cultivating a positive and inclusive employee culture, and have prior experience in event planning and project management.

Responsibilities

• Plan and oversee all aspects of 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
• Serve as a pre-sales support function for our Sales team to advise on applicable deadlines and requirements to ensure a successful event
• Schedule and host kick-off call with client
• Develop event timelines, communicate & enforce all pre-production deadlines to clients
• Serve as the primary point of contact for the client leading up to day-of event. Facilitate conversations to understand their needs for all aspects of their program including but not limited to culinary, service, & AV
• Prepare and distribute all room diagrams
• Work closely with culinary and service team to finalize menus and timing
• Partner closely with our AV teams to ensure the client’s AV needs are understood, communicated to AV Operations, and executed properly
• Recommend and/or coordinate with third party vendors for event enhancements and experiences (florists, musicians, branding, linens, etc) as required
• Host client Run of Show Review with AV Production team for Hybrid Events
• Create and maintain detailed event documentation for each booking
• Track project timelines and status updates in Clickup
• Responsible for the creation of PEO’s (Program Execution Orders), program diagrams, and invoices for post-contract add-ons
• 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
• Conduct pre-event and post-event debriefs for our internal stakeholders
• Follow up with client with any post-event deliverables
• Conduct weekly regular PEO meetings with on-site operations teams
• 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