Event Producer

PRA Business Events; Phoenix (AZ); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical

Dental

Vision insurance

Company-sponsored Life Insurance

Short/Long Term Disability Insurance

401(k) with Match

Parental Leave

Cell Phone and Home Internet Stipends

Paid Vacation

Sick Leave

Holidays

Pet Insurance

Job summary

PRA Business Events in Phoenix is seeking an experienced Event Producer to lead the logistics and execution of client events across multiple programs. This hybrid role requires you to be on-site three days per week and based in/near Phoenix.

You will partner with Sales, coordinate suppliers, manage field staff, and ensure client satisfaction and event profitability. Travel may be required to support regional needs and PRA system.

Qualifications

• Bachelor's degree or equivalent relevant experience.
• 3 years of corporate meetings, client events, and complex programs execution.
• DMC, corporate incentive travel, hospitality background preferred.
• Ability to manage operations and supervise Field Staff.
• Excellent interpersonal and communication skills with diverse stakeholders.
• Ability to read, analyze and interpret client proposals, contracts and financial reports.
• Ability to present information to clients, partners and hoteliers.
• Multitask across multiple programs with different deadlines.
• Work well with all levels of management, clients and suppliers.
• Knowledge of local venues, hotels, parks and attractions; ability to vet new partners.
• Flexibility to work weekends/evenings/holidays; some travel as needed.

Responsibilities

• Oversee logistical management and operational execution of client events.
• Serve as the primary client contact during pre-planning and on-site.
• Meet with Sales to review client program details and ensure satisfaction.
• Manage program changes during pre-planning and on-site, negotiating and upselling.
• Responsible for managing the expected gross margin for the event.
• Order, confirm and reconfirm suppliers; negotiate terms and pricing.
• Ensure deposits and billing are completed per contract.
• Determine Field Staff assignments based on schedule and staffing needs.
• Prepare and distribute trip sheets and program information for Field Staff.
• Recruit and train Field Staff; coordinate timesheets and expenses.
• Maintain inventory of uniforms and equipment; coordinate purchases.
• Complete program production paperwork and related documentation.
• Assist Experience Designers with program development per client specs.
• Coordinate communications with hotels and venues for seamless operations.
• Conduct pre-con meetings with client/hotel; review all program details.
• Keep Regional and Global Sales Managers informed of opportunities and changes.

Skills

Interpersonal skills

Communication skills

Multitasking

Client-facing

Presentation

Team supervision

Education

Bachelor's degree or equivalent

Job description

Event Producer

This is a hybrid role that works 3 days per week in office on average. Applicants must be based in/near Phoenix to be considered for this role.

We’re PRA, the leading destination management company (DMC) with 45+ years of experience across 32+ states and 100+ destinations.

We believe destinations have power-and our people unlock its magic. We push past boundaries to transform ideas into business event experiences that connect, inspire, and endure.

If you’re curious, bold, and ready to build standout experiences, you’ll find your place here.

Primary Responsibilities

• Responsible for the logistical management and operational execution of client events and programs
• Serves as the primary contact for the client during the pre-planning and operation of the client's program post-sale and ensures the expectations of the client are exceeded to promote client satisfaction and account retention
• Meets with Sales team to go through details of a client's program and serves as primary client contact once event has been contracted
• Manages program changes during pre-planning and on-site, negotiating and up-selling
• Responsible for managing the expected gross margin for the event once contracted
• Orders, confirms and re-confirms all suppliers, develops relationships with supplier/partners, negotiating and contracts terms-of-service and price including, but not limited to service expectation levels, guarantees, cancellation, billing information, directions, etc.
• Ensures deposits for program have been received as contracted and billing is completed
• Determines Field Staff work assignments, based on program schedule and staffing needs
• Prepares and distributes trip sheets and any other relevant program information and direction for Field Staff
• Participates in recruiting and training Field Staff
• Coordinates and processes all Field Staff paperwork involving compensation including timesheets, expense reports, and pay rate change forms
• Maintains inventory of field staff uniforms and materials and coordinates purchases of additional uniforms and equipment as required
• Completion of all program production paperwork, such as trip sheets, check requests, service agreements, invoicing, job costing, expense reports, etc.
• Assists Experience Designers with program development according to specifications of client
• Manages cost preparation, program summaries, deposit invoices, service agreements, and related correspondence
• Responsible for forwarding any necessary program information to hotel and venue representatives to ensure seamless coordination with venue operations
• Conducts pre-con meetings with client/hotel to review all details of the program as confirmed
• Keeps Regional and Global Sales Managers fully informed of all opportunities and program changes and takes prompt corrective action where necessary to ensure successful delivery of client objectives

Qualifications

• Bachelor's degree, or equivalent relevant experience
• 3 years of experience in overseeing the execution of corporate meetings, client events, and other complex programs. DMC, corporate incentive travel, hospitality or related experience highly preferred
• Ability to manage operations functions and effectively supervise and direct Field Staff
• Excellent interpersonal and communication skills with a diverse group of clients, supplier partners, coworkers and employees
• Ability to read, analyze and interpret client proposal requirements, contracts, financial reports and other legal documents
• Ability to effectively present information and respond to questions from clients, supplier partners and hoteliers
• Ability to multitask and work on multiple programs with different deadlines
• Must be able to work well with all levels of management and staff, hoteliers and venue staff, clients and supplier partners
• Working knowledge of attractions, hotels, parks, venues and supplier partners in the local area and ability to locate and vet new venues and supplier partners
• Must be able to work flexible hours including weekends, evenings and holidays
• Some travel required to support region and PRA system as needed

Benefits

• Medical
• Dental
• Vision insurance
• Company-sponsored Life Insurance
• Short/Long Term Disability Insurance
• 401(k) with Match
• Parental Leave
• Cell Phone and Home Internet Stipends
• Paid Vacation
• Sick Leave
• Holidays
• Pet Insurance