Title: Event Producer

Reports To: Senior Event Producer

FLSA: Exempt, Full-Time

Effective: 11/2023

Summary

Haute’s Event Producer reports to a Senior Event Producer and works closely with event team members across levels and other agency teams to ensure flawless execution of assigned projects. Primary responsibility is supporting a variety of corporate clients with a high level of design, detailed contract negotiation and logistics, custom fabrication, entertainment, and event production elements.

Events industry passion coupled with the desire to join an agency that believes in creating authentic and meaningful human-to-human connections is a must.

Duties require organization, methodical thinking, and the ability to successfully capture all pertinent event information and accurately communicate it to the internal team. The Event Producer participates in all parts of the event process including initial ideation, budgeting, vendor management, and on-site event production. If you get excited about spreadsheets and floor plans – this is the job for you!

Essential Duties And Responsibilities

• Integrate Haute templates, documents project management and storage software to follow the Haute event process.
• Participate in brainstorming and strategic discussions for assigned projects.
• Lead or participate in regular client-facing meetings for assigned projects.
• Create detailed MS Excel budget documents from start to finish, and with little to no assistance, for internal and client approval.
• Source and vet potential vendor partners for each project.
• Source and vet potential destinations or hotels for each project using internal software.
• Create & update visuals to support event proposal & execution, including deck, floor plans, renderings and more.
• Work with internal project management software to create, assign and manage all project-related tasks.
• Request and execute all contracts for approved event materials, processing POs and payments appropriately.
• Create and manage registration systems using Cvent as needed for projects.
• Manage creation of reports or client-facing reporting from software systems for rooming management, airfare management and ground transportation.
• Source, hire and train on-site event management team or crew as needed.
• Create appropriate organizational documents, production schedules and run of shows for each event, including versions to communicate with stakeholders.
• Create appropriate documents to oversee production and communication between internal teams related to assigned projects.
• Lead pre-con meetings and staff training sessions before events. Lead internal post-con meetings.
• Manage on-site team (internal and/ or external) for assigned events, including set up of on-site workspaces or offices.
• Prepare emergency plans and event staff manual and lead appropriate pre-event training.
• Responsible for budget leadership to maintain costs and profitability for assigned projects.
• Submit required internal accounting paperwork throughout event process and conduct post-event reconciliation. May include being trained to create or manage POs without the accounting software.
• Maintain a network of supplier partners, appropriately cataloging information.
• Manage or supervise Event Coordinators as needed on a day-to-day or project basis.
• Actively participate in networking and other relationship-building in the live events industry.
• Shadow and understand the Senior Event Producer role as much as possible.

Minimum Qualifications

• Bachelor’s degree in Marketing, Events, PR or equivalent experience
• 3 years’ experience working in event planning, meeting planning, experiential marketing, or other comparable corporate environments.
• 3 years’ experience in budget creation
• Intermediate level or higher proficiency with MS Excel
• Valid US Driver License
• Valid US passport and the ability to travel internationally as needed
• Ability to work full-time in a remote office setting
• Ability to travel for assigned projects, domestically & internationally, up to 30% of the year

Knowledge, Skills & Abilities

• Demonstrates a personable and professional communication style.
• Communicates clearly, verbally and in writing, for internal and external stakeholders.
• Highly detail oriented & well-organized. Able to track, update, traffic and manage many specific details for multiple events at the same time.
• Preferred: Experience with event décor and scenic fabrication.
• Preferred: Experience with entertainment and event production.
• Familiarity with online meeting systems; Zoom preferred.

Education & Training

• Bachelor’s degree in Marketing, Events, PR or equivalent experience
• Preferred: CSEP, CMP or other related certification

Physical Requirements

• Ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, and use a computer, and telephone.
• This position requires continuous viewing of a computer screen and sitting for long periods of time.
• Must be able to stand for up to 3 hours at a time.
• Must have reliable transportation for traveling to/from remote working locations.
• Must have a suitable remote office work environment that includes a printer.

YOU BE YOU

Haute is a Fair Chance and Equal Opportunity Employer committed to providing applicants with a fair shake regardless of race, religion, color, national origin, sexual orientation, sex and its associated medical conditions, gender identity or expression, age, veteran status, being differently abled or other applicable legally protected characteristics. Our creativity thrives when people come as they are, and we are committed to providing a workplace free of discrimination or harassment.