Event Producer | Job Expectations and Guidelines
The Event Producer position is a full-time position that includes planning and coordination of events sold by Event Specialists. This encompasses working directly with clients, vendors, venues and other departments within the company. This critical position helps to achieve sales goals, enhance client relationships, and positions the company for growth.
This position is split between office work, pre-production meetings outside of the office, and onsite support at select events (sometimes serving as the Event Coordinator). It requires in-person (e.g., at the office, warehouse and at event locations) collaboration with team members and clients, fast pace of work, focused attention span, excellent written and verbal communication skills, attention to detail, ability to manage and meet deadlines and intense client interaction. This position is expected to attend most substantive events booked, to ensure all stakeholders feel set up for success.
Responsibilities and Expectations Event Planning and Client Relationships
- Manage professional working time effectively through prioritization of client contact, revisions of proposals and expedient returning of phone calls. Smart time management is a key to success in this role.
- Support the Sales Department in ensuring client expectations are met through effective communication, event planning, and service.
- Plan and manage all details for events sold by Event Specialists, including: TPP input, final details, pack lists, final client meetings, and communication with other departments of Good Food to ensure successful planning and execution.
- Following hand-off from the sales team, serve as the primary point of contact with clients as their events move toward the event day. Examples of those client responsibilities include but are not limited to: proposal revisions, coordinating/staffing site visits and tastings, confirming menus + final guest counts and linen colors/rental decisions, coordinating and relaying sub vendor details and plans to clients.
- Participate in weekly production meetings and pre/post-event meetings with Event Coordinators to ensure all departments are set up for event production success.
- Work alongside Culinary, Logistics, and Operations teams to meticulously prepare and execute events. Provide actionable recommendations to enhance processes and foster efficiency.
- Partner with vendors, venues and planners to streamline and unify event production.
- Revise proposals as necessary for booked clients.
- Maintain relevant information in Total Party Planner (TPP). Ensure all details are correct and updated throughout the event planning process. Practice sound inter-departmental communication to the Operations, Sales and Culinary teams for specific events through detailed and thorough notes in TPP.
- Coordinate with our warehouse/logistics manager to pull/pack all relevant equipment for your events the week of the event.
- Follow up with your clients after each event, via email, phone or the most appropriate method of communication.
Event Coordination
- Serve as on-site Event Coordinator for select events that you produce. For these events, act as the Event Coordinator to lead the team of employees assigned to the event.
- When not in an Event Coordination role, attend booked events to greet the client and ensure the event details are executed accordingly until the food service is concluded; allowing the Event Coordinator to run the event.
Marketing and Promotion
- Manage and maintain professional relationships with other wedding and event professionals.
- Develop a holistic understanding of Good Food Events + Catering, serving as its brand ambassador.
- Actively take part in social media promotion of events you produce, attend and/or coordinate.
Additional Requirements
- Attendance – must be able to maintain a regular and reliable attendance record (in-person at various locations, including at the company’s office and warehouse as well as at event sites).
- Flexible Hours—the Event Producer must be able to work nights, weekends, and holidays in addition to regular business hours when requested, and particularly during busy times of the year.
- Physical standards – Must be able to stand for 8-10 hours in a day.
- Driver’s license – Must maintain a current valid automobile driver’s license.
- Driving record – Must maintain a good driving record.
The functions for this job position listed above are not all-encompassing and the company may require you to perform other functions.
Required Skills and Qualifications
- Experience in event planning and/or event coordination.
- Proven track record of successful event execution.
- Excellent organizational, communication, negotiation, and multitasking skills. Preferred
Skills and Qualifications
- Established relationships with vendors, referral sources and clients for events.
- Bachelor’s degree (or equivalent) in hospitality management or public relations.
Job Type: Full-time
Pay: $23.00 – $25.00 per hour
Expected hours: 40 – 55 per week
Benefits:
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Weekends as needed
Experience:
- Events management: 1 year (Required)
- Catering: 1 year (Required)
Shift availability:
- Day Shift (Required)
- Night Shift (Required)
Work Location: In person
