Event Producer

PRA Business Events; San Francisco (CA); Hybrid; USD 72,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with match

Parental Leave

Paid Vacation

Job summary

PRA Business Events is seeking a detail-oriented events professional to oversee logistical management of client programs in the San Francisco Bay Area. This hybrid role requires regular in-person attendance, client meetings, site inspections, and occasional travel.

You will act as the primary client contact from pre-planning through post-event execution, ensuring client satisfaction and account retention while managing supplier relationships and on-site operations.

Qualifications

• Bachelor's degree or equivalent relevant experience.
• 3 years of experience overseeing corporate meetings, client events, and other complex programs.
• Ability to manage operations functions and supervise Field Staff.
• Excellent interpersonal and communication skills across diverse clients and partners.

Responsibilities

• Manage logistical execution of client events and programs.
• Serve as primary client contact during pre-planning and operation.
• Coordinate with Sales to detail client programs and post-contract.
• Negotiate and up-sell during changes; manage field staff assignments.
• Prepare program paperwork, invoicing, and cost tracking.
• Coordinate with hotels/venues for seamless operations.
• Recruit and train Field Staff; handle timesheets and expenses.

Skills

Interpersonal skills

Client relationships

Multi-tasking

Presentation skills

Negotiation

Education

Bachelor's degree or equivalent experience

Job description

This is a hybrid role and applicants must be based in the San Francisco Bay Area. This role allows for working from home but requires regular attendance of client meetings, events, site inspections, etc. in person and some travel.

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
• Travel required to support region in Seattle and other Northern California cities and PRA system as needed

The base salary range for this role is between $72,000 up to $75,000. Benefits package includes Medical, Dental, and Vision insurance, Company-sponsored Life Insurance and Short/Long Term Disability Insurance, 401(k) with Match, Parental Leave, Cell Phone and Home Internet Stipends, Paid Vacation, Sick Leave, and Holidays, Pet Insurance, Flexible Spending Accounts, and other optional benefit coverages.

Ready to discover where next begins?

PRA offers you room to grow, create, and step confidently into your next era.

When you join PRA, you'll have the opportunity for a creative, energetic, and inspiring career in sales, creative, operations, production and more

Our Services

• Activations
• Experiential Marketing
• Event Strategy
• Experience Design
• Interactive Installations
• Themed Events & Décor
• Adventures & Excursions
• Dining & Culinary Experiences
• Entertainment & Performances
• ESG & Social Impact Integration
• Team Building & CSR
• Transportation & Logistics
• Meeting Management
• AV Management
• Content & Messaging
• Content Design & Production
• Demo Experiences
• Theatrical Design & Delivery