Audio Visual Event Project Manager

Prospero Integrated; Bedford; On-site; GBP 40,000 - 70,000; Full time

Job summary

Prospero Integrated, a global event production company, seeks an experienced Project Manager to lead planning and delivery of complex live events. UK-based, you will own projects from brief to completion, coordinating clients, suppliers and internal teams to ensure on-time, on-budget results.

You’ll bring a track record of delivering large-scale shows, managing budgets around £250k+, and using technical and scenic expertise to propose practical production solutions.

Qualifications

• Experience delivering large-scale live events and shows.
• Strong understanding of the technical and scenic disciplines required to bring complex events to life.
• Able to oversee and understand all aspects of a project, across disciplines.
• Experience managing budgets of £250k+.

Responsibilities

• Take ownership of projects from brief to completion, establishing and managing the critical path.
• Liaise directly with clients to understand briefs, requirements and expectations.
• Collaborate with internal departments to assess requirements and develop informed production solutions.
• Advise on delivery methodologies using technical and scenic expertise.
• Communicate proposed production costs and budget line items with justification.
• Manage day-to-day client communications and ensure all changes are communicated to relevant teams.
• Coordinate freelancers, technicians and crew, and manage their schedules.
• Deliver all production elements and manage subcontractors as required.
• Produce RAMS, permits and safety documentation for site protocols.
• Maintain financial control and reconcile budgets; ensure timely invoicing and payments.
• Lead project debriefs and share learnings across the business.
• Be proactive in solving issues to keep projects moving forward.

Skills

Large-scale events management

Budget management

Client management

Leadership

Communication

RAMS & safety

Tech/scenic discipline knowledge

Google Drive

Microsoft 365

HireHop

Travel internationally

Virtual & Hybrid events knowledge

Tools

HireHop

Google Drive

Microsoft 365

Job description

We are a global event production company working exclusively with agencies and private event planners. Based in South East London, we combine creative design, content and technical production to deliver exceptional events that stand out from the crowd.

We’re a team of talented people who genuinely enjoy working together. We’ve built strong, long-standing relationships with our clients and pride ourselves on being collaborative, passionate and committed to delivering outstanding work.

As our business continues to grow, we’re looking for an experienced Project Manager to join the team and take a leading role in the planning and delivery of our projects.

This is a hands-on position for an experienced events professional who understands both the technical and scenic disciplines involved in delivering complex live events, and who can confidently take a project from initial brief through to successful completion.

THE ROLE

As Project Manager, you’ll take ownership of projects from brief to completion, establishing and managing the critical path while ensuring every element is delivered safely, creatively, on time and within budget.

You’ll work closely with clients, suppliers and our internal creative, design and production teams to develop practical, considered solutions that balance creative ambition, technical excellence, safety and commercial value.

Your responsibilities will include:

• Taking ownership of the successful delivery of projects from initial brief through to completion, establishing and managing the critical path.
• Liaising directly with clients to understand briefs, requirements and expectations.
• Working collaboratively with internal departments to assess requirements and develop informed production solutions.
• Using your technical and scenic expertise to advise clients and colleagues on the most appropriate delivery methodologies.
• Clearly articulating proposed production solutions and providing informed justification for costs and budget line items.
• Managing day-to-day client communications and ensuring all production and design changes are clearly communicated to relevant teams.
• Booking appropriately skilled freelancers, technicians and crew, coordinating their schedules and responsibilities throughout each project.
• Managing the delivery of all production elements, including client-owned and subcontracted equipment where required.
• Coordinating subcontractors and suppliers, ensuring deliverables meet agreed specifications and overseeing fabrication and production.
• Assessing health & safety requirements and producing relevant RAMS, permits and other documentation, ensuring all clients, contractors and internal teams understand and follow site protocols.
• Maintaining strong financial control across projects, working with internal departments and subcontractors to ensure delivery remains within agreed budgets and timescales.
• Completing accurate financial reconciliation at the end of each project and ensuring clients are invoiced and payments are received promptly.
• Leading project debriefs and ensuring key results, learnings and best practice are shared across the wider business.
• Being proactive, taking ownership and finding solutions that keep projects moving forward.
• Collaborating closely with colleagues across all departments to achieve the best possible outcome for the client.

ABOUT YOU

You’ll be an experienced events professional with a proven track record of delivering large-scale live shows and events.

You’ll have a strong understanding of the technical and scenic disciplines required to bring complex events to life. While we recognise that everyone has areas of particular expertise, you’ll be comfortable overseeing and understanding all aspects of a project, working confidently across disciplines.

We’re looking for someone who is:

• Experienced in delivering large-scale live events and shows.
• Confident managing complex projects and budgets of £250k+.
• Technically knowledgeable, with a strong understanding of both technical production and scenic delivery.
• Highly organised, meticulous and committed to delivering work of the highest quality.
• A natural leader who can bring people together and build strong working relationships.
• An excellent communicator, negotiator and client manager.
• Calm and solutions-focused when working under pressure.
• Flexible and comfortable responding positively to creative and client changes throughout a project.
• Proactive and commercially aware, with the confidence to take initiative and make informed decisions.
• Comfortable working collaboratively in a fast-paced, creative environment.
• Interested in new technology and proactive in identifying innovations that could enhance our projects.
• Proficient in Google Drive and Microsoft 365.
• Experienced in HireHop or a similar rental/project management system.
• Willing and able to travel internationally, occasionally for extended periods, as project requirements dictate.

Experience delivering virtual and hybrid events would be advantageous, but is not essential.