Event Producer

Event Producer

PRA Business Events is seeking an Event Producer to join their dynamic team. This is a hybrid role, requiring an average of 2 days per week in an office near Times Square and 3 days working from home. Applicants must be based in the New York City area.

About PRA Business Events

PRA is the market-leading business event management firm, delivering unique experiences that move hearts, minds and businesses forward. Blending Passion, Reach and Authenticity, PRA works collaboratively with clients to craft creative, multi-sensory attendee journeys to leave a lasting impression.

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, ensuring client expectations are exceeded to promote satisfaction and retention.
• Meets with the Sales team to review program details and becomes the primary client contact once the event is contracted.
• Manages program changes during pre-planning and on-site, including negotiation and up-selling.
• Responsible for managing the expected gross margin for the event once contracted.
• Orders, confirms, and re-confirms all suppliers, develops relationships, negotiates, and contracts terms-of-service and price.
• Ensures deposits are 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 other relevant program information and directions for Field Staff.
• Participates in recruiting and training Field Staff, and coordinates/processes all Field Staff paperwork (compensation, timesheets, expense reports, pay rate changes).
• Maintains inventory of field staff uniforms and materials, and coordinates purchases.
• Completes all program production paperwork, such as trip sheets, check requests, service agreements, invoicing, job costing, and expense reports.
• Assists Experience Designers with program development according to client specifications.
• Manages cost preparation, program summaries, deposit invoices, service agreements, and related correspondence.
• Forwards necessary program information to hotel and venue representatives for seamless coordination.
• Conducts pre-con meetings with clients/hotels to review confirmed program details.
• Keeps Regional and Global Sales Managers informed of all opportunities and program changes, taking prompt corrective action as necessary.

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 diverse groups of clients, suppliers, 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, suppliers, 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, venue staff, clients, and supplier partners.
• Working knowledge of local attractions, hotels, parks, venues, and supplier partners, and ability to locate/vet new ones.
• Must be able to work flexible hours, including weekends, evenings, and holidays.
• Some travel may be required to support the region and PRA system.

Pay and Benefits

Pay: $60,000-$80,000 depending on experience.

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.

About PRA's Approach

Whether in-person, remote, or hybrid, PRA guides organizations in bringing people together with strategic content, brand engagement, and authentic destination experiences. PRA has local teams across the US covering more than 29 top destinations, and a remote execution team who can plan anywhere our clients envision an incomparable meeting or event.

Sustainability and Social Impact

Internally, we have a robust sustainability and social impact program that includes initiatives around carbon reduction, pushing towards zero waste, supporting the American Forest Foundation and PACT-USA, working with our supply chain to ensure we have sustainable and diverse suppliers for client events, and a focus on equity, diversity, and inclusion. Our plans and projects are ongoing, and we are excited with the changes we've made and look forward to the continued and increased impact we will have through these programs and initiatives.

Corporate And Incentive Program Planning Capabilities Include:

• Creative Event Design + Production
• Local Excursions, Tours, Teambuilding
• Offsite Events, Dine Arounds
• Digital + Hybrid Programming
• Health + Safety Logistics
• CSR + Giveback Initiatives
• Sustainable Planning Services
• Transportation Logistics, Staffing
• Content Creation, Graphic Design + Branding
• Gifting

Follow PRA on social @PRABusinessEvents and visit www.pra.com for more information.

Key skills/competency

• Event Management
• Logistics Coordination
• Client Relations
• Budget Management
• Supplier Negotiation
• Field Staff Supervision
• Event Production
• Corporate Events
• Hospitality Experience
• Project Management