Event Production Coordinator

Viva Esprit; Bagshot; Hybrid; GBP 35,000 - 40,000; Full time

Benefits offered by this job

Salary £35k-£40k per annum

24 days’ annual leave + birthday

Employer pension contribution 3%

Private medical insurance after 3 yrs

Job summary

Viva Esprit is seeking a technically minded and highly organised Event Production Coordinator to join our Creative & Production team, delivering ambitious corporate events in the UK and overseas.

You will manage production planning, coordinate suppliers and freelancers, develop event layouts, and support on-site delivery with a collaborative, problem-solving approach. The role offers growth as you take ownership of more complex productions.

Qualifications

• Experience in event production or AV coordination.
• Familiar with event terminology and technical planning.
• Ability to produce technical drawings and layouts using CAD.
• Understanding of venue capacities, sightlines and safety considerations.
• Experience coordinating multiple projects, freelancers and suppliers.

Responsibilities

• Production Planning & Coordination across multiple events.
• Develop schedules, technical plans, supplier briefs and docs.
• Source and coordinate production suppliers and freelance crew.
• Review supplier quotations and track production costs.
• Support site visits, rehearsals and live event delivery.
• Ensure health, safety and quality in production planning.
• Maintain production information, plans and records.

Skills

Event production experience

AV coordination

CAD drawings

Budget awareness

Supplier coordination

Multitasking

Communication

Problem solving

Team collaboration

Tools

CAD software

Excel

PowerPoint

Job description

Viva Esprit is a global event experiences agency, creating impactful meetings, incentives and events around the world. We bring fresh thinking and a collaborative approach to create meaningful, memorable experiences for our clients and their guests.

We are proud to be a Certified B Corporation, reflecting our commitment to high standards of social and environmental performance, transparency and accountability. We are also proud to be recognised as a 2026 Great Place to Work UK - Best Workplace in Retail, Hospitality & Leisure, reflecting our commitment to creating a positive, supportive and inclusive workplace for our team.

ABOUT THE ROLE

We’re looking for a technically minded and highly organised Event Production Coordinator to join our Creative & Production team, helping bring ambitious corporate events to life in the UK and internationally.

Working across multiple events at different stages of planning and delivery, you’ll need to be comfortable managing competing priorities, keeping track of the detail and ensuring projects continue to move forward. You’ll help turn creative ideas into practical, well-planned production solutions, coordinating suppliers and freelancers, supporting technical planning, developing event layouts and production documentation, and playing an active role in site visits and live event delivery.

You’ll be approachable, collaborative and confident working with colleagues across different teams, building strong working relationships and helping everyone work together to deliver successful events.

This is an ideal role for someone with a grounding in event production who enjoys solving problems, working as part of a team and developing their technical knowledge. You’ll be given the opportunity to take increasing ownership as your experience grows.

KEY RESPONSIBILITIES

Production Planning & Coordination: Coordinate production requirements across multiple events, working with internal teams to develop schedules, technical plans, supplier briefs, and production documentation.

Technical Planning: Apply a practical understanding of AV, lighting, audio, staging, screens, and venue infrastructure to help develop appropriate event solutions. Produce and update CAD plans, including room layouts, staging footprints, and technical positioning.

Supplier & Freelancer Coordination: Source and coordinate production suppliers and freelance crew in the UK and internationally, ensuring they are clearly briefed, appropriately resourced and aligned with project requirements and budgets.

Budget & Commercial Support: Request and review supplier quotations, track production costs and support the team in identifying solutions that deliver both quality and value.

Site Visits & Live Event DeliverySupport site visits, technical rehearsals, installation and live event delivery, working calmly and practically to resolve production challenges on site.

Health, Safety & QualitySupport safe working practices and ensure production planning considers venue requirements, access, capacities, technical limitations and event safety.

Processes & Documentation: Maintain accurate production information, plans and project records, while contributing ideas that improve our production processes, supplier network, and ways of working.

SKILLS AND EXPERIENCE

Practical experience in event production, AV, technical coordination or a related role.

Good working knowledge of event production terminology and the fundamentals of AV, staging, lighting, sound and screens.

Confident using CAD software to produce accurate technical drawings and event layouts.

Understanding of venue capacities, room layouts, staging footprints, sightlines and technical requirements.

Awareness of the different production roles and specialist support required to deliver events successfully.

Experience coordinating multiple projects, freelancers and suppliers; international supplier experience is an advantage.

Commercial awareness, including understanding quotations, costs and budgets.

Confident using standard business software, including Excel and PowerPoint.

An understanding of health and safety considerations in event production.

Excellent interpersonal and communication skills, with a client-centric approach, empathy and patience.

A practical problem-solver who can stay calm under pressure and adapt to changing priorities.

PERSONAL ATTRIBUTES

Highly organised, detail-oriented, and able to manage competing priorities.

A genuine team player who enjoys working collaboratively, supporting colleagues and sharing knowledge.

Approachable and helpful, building positive working relationships across the team, with freelancers and suppliers.

Proactive, collaborative, and flexible, with a positive, solution-focused attitude.

Professional, dependable, and committed to high standards of delivery.

Diversity, Equity, Inclusion and Impact

At Viva Esprit, we value diversity and are committed to creating an inclusive environment where everyone can contribute, develop, and feel they belong. We welcome applications from people with different backgrounds, experiences, and perspectives.

What We Offer

Salary £35k-£40k per annum

A supportive, collaborative team and opportunities to work on events around the world.

24 days’ annual leave, plus bank holidays and your birthday, increasing with service to a maximum of 29 days.

Employer pension contribution starting at 3%, increasing with service.

Private medical insurance after three years’ service.

Enhanced parental leave pay, increasing with service.