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
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