Event Production Manager

Convene; London; On-site; GBP 125,000 - 150,000; Full time

Job summary

A global hospitality company in London is seeking an Event Production Manager to coordinate meetings and events, ensuring client satisfaction through effective planning and execution. This role requires at least 3 years of customer-facing experience in event planning. Candidates should be skilled in project management and complex communication, embodying the company's values of collaboration and integrity. The position offers competitive benefits, including 25 days of leave and professional development opportunities.

Benefits

Employee Assistance Program

25 days annual leave plus bank holidays

Interest-free loan for rail season tickets

Subsidised bicycle purchase

Qualifications

• 3+ years in a customer-facing role.
• Prior experience in event planning and project management.
• Comfort using web-based collaboration tools.

Responsibilities

• Plan and oversee meetings programs across products.
• Communicate with clients and all relevant departments.
• Create and maintain detailed event documentation.

Skills

Customer-facing skills

Event planning

Project management

Problem-solving

Multitasking

Tools

Slack

Salesforce

SmartSheets

Google Suite

Job description

Please note: Candidates must currently reside in the UK and be able to work in the UK without sponsorship.

Convene is an Equal Employment Opportunity Employer and we believe that diverse teams are the best teams. We live our values of GRIT (Genuine, Relentless, Integrity & Teamwork) and strive to create an inclusive and equitable workplace where everyone can be their true selves, where we all show up for each other. In line with our goal to be 1% better every day, we are committed to listening, learning, growing and improving.

We’re seeking an Event Production Manager to join our Operations team. The Event Production Manager will report directly to the Venue Manager.

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 is a global hospitality company that manages a growing portfolio of lifestyle brands focused on revolutionizing the way people meet, work, and gather. It creates hospitality-driven experiences and uniquely designed destinations across its various brands with the singular mission of fostering human-to-human connection. The Convene portfolio comprises Convene, etc.venues by Convene, and Convene Signature, offering clients multiple products including event venues, meeting rooms, flexible office spaces, and building amenity centers. With hospitality at its core, each brand and product offers on-site culinary, in-room A/V, production services, and dedicated hospitality staffing resources.As the largest single provider of dedicated meeting and event venues in the U.S. and UK, and with a growing footprint of flexible office space, the Convene portfolio has a network of nearly 40 locations across nine global cities.

• 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
• 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.

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