Senior Event Producer

PRA Business Events

Grapevine (TX)

Hybrid

USD 90,000 - 140,000

Full time

14 days+

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Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with Match

Parental Leave

Paid Vacation

Holidays

Sick Leave

Life Insurance

Job summary

PRA is seeking an experienced Event Producer for a hybrid role based in/near Dallas, Houston, San Antonio, Austin, or New Orleans. You will manage logistics for high-budget client programs and serve as the primary client contact from pre-planning through post-sale, ensuring exceptional satisfaction and account retention.

Ideal candidate has 4 years in corporate meetings or DMC/hospitality with strong leadership, negotiation, and multitasking skills. Flexible hours incl.

Qualifications

Bachelor's degree, or equivalent relevant experience.
4 years of experience overseeing corporate meetings and client events; DMC/hospitality experience preferred.
Proven ability to lead operations, supervise and mentor Field Staff.
Excellent interpersonal and communication skills with diverse stakeholders.
Ability to analyze client requirements, contracts, financials and risk to ensure profitability.
Able to multitask and meet multiple deadlines among various programs.
Ability to work with all management levels, hoteliers, clients and partners.
Deep knowledge of local venues, hotels, parks, and supplier partners.

Responsibilities

Logistical management and operational execution of client events and programs, including high-budget programs ($500K–$1M+).
Serve as primary client contact during pre-planning and post-sale operation to ensure satisfaction and retention.
Coordinate with Sales to review program details and act as primary on-site contact after contract.
Manage program changes during pre-planning and on-site, negotiate and up-sell.
Oversee gross margin for events; manage costs and profitability.
Coordinate suppliers, negotiate terms, service levels, guarantees, and billing details.
Ensure deposits are received and billing is completed.
Assign Field Staff, prepare trip sheets, and distribute program information.
Recruit and train Field Staff; handle payroll/expense paperwork.
Maintain inventory of uniforms/materials; coordinate purchases as needed.
Complete program production paperwork (trip sheets, invoicing, etc.).
Assist Experience Designers with program development per client specs.
Forward program details to hotels/venues for seamless coordination.
Conduct pre-con meetings with client and hotel to confirm details.
Keep Sales Managers informed of opportunities and changes.
Lead department meetings and run programs in leadership absence.
Develop and implement new processes to enhance operations.
Facilitate training for Event Producers and professional development.

Skills

Interpersonal skills

Communication skills

Multitasking

Client-facing

Team collaboration

Education

Bachelor's degree or equivalent

Job description

This is a hybrid role. Applicants must be based in/near Dallas, Houston, San Antonio, Austin, or New Orleans 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, including complex programs for high profile accounts with budgets ranging from $500K-$1M+
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, negotiates 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
Model teamwork and collaboration, setting the standard for professionalism and operational excellence
Develop and implement new processes or improvements to enhance program operations
Facilitate training and professional development initiatives, including ongoing skills development for Event Producers in collaboration with leadership
Lead department meetings and assign programs in the absence of leadership (ADOE)

Qualifications

Bachelor's degree, or equivalent relevant experience
4 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
Proven ability to lead operations functions and effectively supervise, develop, and mentor Field Staff
Excellent interpersonal and communication skills with a diverse group of clients, supplier partners, coworkers and employees
Demonstrated success in analyzing and interpreting client requirements, contracts, financial reports, and complex legal documents to mitigate risk and ensure profitability.
Skilled at presenting information and responding 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
Deep market 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

Benefits package includes: