Event Production Operations Manager

Company: PSQ Productions
Location: Irvine
Posted on: May 15, 2022

Job Description:

Job DescriptionJOB SUMMARY:PSQ Productions (PSQ) is filling a position for an Event Operations & Production Manager responsible for pre-event planning and logistics, vendor sourcing and management, on-site production crew management, and event run operations. This includes client meetings and event planning, event site evaluation, resource management, crew scheduling and accounting and supervision.This position is also responsible for managing, training and delegating work to crew supervisors, crew employees, interns, volunteers and contractors in their support of events, operations and programs. The Event Operations & Production Manager should have a passion and love for event management and working in the events industry.RequirementsThis job description is not intended to contain a comprehensive listing of activities, duties or responsibilities required of the position. Additional activities, duties or responsibilities may be assigned.Experience/Communication:

• Minimum 3 years experience with event planning or project management, preferred management experience
• Excellent customer service skills to both internal and external customers
• Take charge professional with ability to effectively manage both administrative and logistics of events
• Collaborative with both internal and external customers to build and effectively communicate an event or program plan detailing key components such as event design, programs, operations, pricing, promotions, layout, budget, vendors, ticketing, marketing and media. The plan should also detail a timeline and operational related items necessary to support the event plan.
• Support the development and continue to update at least weekly the overall organizational and projects timeline and tasks within Asana
• Develop meeting agendas by working with the team to ensure all meetings have an agenda and ensure agendas are distributed to meeting parties at least one business day prior
• Effectively anticipate event planning and management needs, determine work priorities and meet deadlines with little supervision
• Effectively communicate including strong presentation skills at client meetings
• Strong time and priorities management skills to effectively meet all goals and deadlines
• Proficient in Microsoft Word, Excel, PowerPoint and Google Suite programs, Adobe, Sketch-up, Canva and other artistic related software is a plus
• Ability to work both independently and in a team environment while also being a self-starter
• Work long and irregular hours when necessary including but not limited to weekends and holidays when necessary in either the preparation or working of an event or project
• Occasional travel to various conventions and meetings for networking, ideas and training opportunities
• Ability to consistently and effectively address client, employee, contractor and and guest concerns striving to maintain a calm composure and to find solutions
• Enjoys working in a fast paced and fun environment
• Foster positive working relationships with both internal and external customers
• Organize event related files in proper electronic foldersPre-Production:
  • Assist with the development of the event and program budgets and pro forma and provide updates.
  • Ability to effectively manage event details over the phone, email and in person
  • Develop and consistently update the production schedule, while ensuring all parties are kept informed
  • Lead and work with the PSQ team and partners to create event layouts, while maintaining a good understanding of both venue, and Fire Marshal, engineering and insurance requirements to ensure they are met
  • Maintain a solid understanding of compliance matters related to events with the Health Department, and Alcohol Beverage Control (ABC), City, County and State agencies to obtain necessary permits
  • Assist in the development and coordinate the organization and timely completion of the production matrix of the event
  • Ability to make recommendations and decisions on assigned projects especially in time sensitive cases with little oversight
  • Participate and lead in planning meetings encouraging collaboration, new creative ideas and identifying next steps and deadlines to multiple projects
  • Lead in the prospecting, sourcing, negotiations and coordination of event space, vendors, exhibitors, food and beverage, rentals, travel arrangements, signage and other necessary aspects necessary for a quality event production
  • Work closely with the event designer and producers to understand event goals, direction and coordinate the support of the plans
  • Support in the coordination and building of event tickets and promotions through the event ticketing software
  • Oversee in the collection in a timely manner appropriate information or required documents in the planning and management of events process. Items to include request for proposal, signed purchase orders, agreement, invoice, W-9, payments, layout, insurance, utility needs, reporting, etc.Production:
    • Manage the planning of multiple events simultaneously while maintaining a high level of organization
    • Manage, delegate and provide clear direction and expectations for the work of employees, interns, volunteers and contractors responsible for the execution of a quality production and to ensure deadlines are met
    • Assist in managing event and project budgets, providing periodic updates
    • Manage onsite productions serving as the manager on duty during the event
    • Manage events using the latest event industry best practice and tools for a high level of organization, communication and collaboration. Tools include but are not limited to Asana project management system and other internal tools including production checklist, event pro forma, checkbook, timeline and progress reports
    • Provide daily updates through Asana and weekly progress updates through the PSQ team meetingsAdmin:
      • Coordination with design, finance, productions and operations the development of event/project budgets, including validating the budget with detailed labor schedules and production related bids and daily ticket projections.
      • Assist team members in general administrative tasks
      • Lead in the coordination of staff and contractor schedules, while working closely with the HR and Finance teams for accurate reporting of hours worked
      • Provide training and oversight to the operations team supporting best practices with event operations safety procedures.
      • Provide receipts and invoices to the Finance team on all approved purchases the same day of the purchase or order
      • Draft detailed event layouts and event plans based on the logistics of the eventPost Production:
        • Creation, implementation and recap of guest and staffing Surveys
        • Scout and inspect event venues and other events
        • Oversee event logistics and services including food, drinks, transportation, lodging, equipment and technology.
        • Creation or formulation of ideas and concepts that would help make the event to stand out
        • Assist with the proper and accurate reconciliation of all expenses working closely with the finance team
        • Assist in the development of a comprehensive post-event report within one month following the eventBenefitsABOUT PSQ Productions:PSQ Productions LLC. (PSQ) has over 50 years of combined experience producing some of the largest events in North America. PSQ has two divisions; a production division consisting of producing events and promotions owned by PSQ ranging from the Passport to Savings promotions at the annual San Diego County Fair and the Los Angeles County Fair. In addition, PSQ produces Winter Fest OC, SoCals largest annual winter wonderland at the OC Fair & Event Center, www.WinterFestOC.com. As well as Night of Lights OC, www.NightofLightsOC.comThe second division of PSQ is consulting. This division leads and supports the operations of a professional soccer team in the United Soccer League (USL), Orange County Soccer Club plays at the all-new 5,000 seat Championship Soccer Stadium at the Orange County Great Park in Irvine. www.OrangeCountySoccer.comPSQ is a small and nimble company with a large vision and a proven track record of successfully producing events from 1,000 to 1.5 million people in attendance. This full-time position offers an incredible opportunity for someone who wants to be innovative and creative each day, working alongside a team of passionate professionals who love pushing the envelope and creating one-of-a-kind positive memories for our guests.

Keywords: PSQ Productions, Irvine , Event Production Operations Manager, Executive , Irvine, California