Collaborative contractors needed

The Position

The BeEvents Contract Event Producer/Planner possesses an organizational streak and natural curiosity for how things work. The Event Producer/Planner is energized by researching new event experience ideas to delight clients and thrives on building accurate budgets, plans and processes that make client dreams a reality. They are detail oriented and resourceful anticipating needs and eliminating issues before they arise. The Event Producer/Planner is a project owner that rallies execution teams and vendor partners to do their best work assuring that the BeEvents’ values of positivity, empathy and curiosity are modeled in every event that is produced.

Attributes

• Proven record of the ability to work independently; to see what needs to be done and get it done

• Strong communication skills, both verbal and written

• Ability to be innovative and think outside of the box

• Strengths will include the ability to self-start, prioritize, manage time, problem solve, and project management

• Critical thinker with exceptional organizational skills

• Dedication to get the job done with an attention to detail

• Ability to motivate staff and vendor partners to do their best work

• Must be willing to work flexible and occasionally long hours dependent upon event schedules (weekends & nights as needed)

Requirements

• 5+ years experience planning and producing events

• Proficient in Microsoft Office Suite as well as G Suite

Core Responsibilities

• Partner with the Account Executive to understand client goals and expectations

• Participate in internal and external meetings

• Translate creative ideas into project plans and deliverables

• Develop and manage budgets, tracking estimated and actual costs

• Capture details and costs relating to change orders, communicates changes with client and Account Executive

• Handle vendor contracts and fee negotiations, ensuring billing and invoicing terms and processes are met

• Source appropriate vendors, technology partners and products to meet the project needs

• Lead and supervise vendors throughout the entire project delivery phase, ensuring work meets expectation and is on schedule and on budget

• Produce accurate and detailed vendor briefing documents

• Develop a detailed plan of timing and action leading it through completion and ensuring that the project is running smoothly during all phases

• Keep Account Executive updated on project status

• Understand insurance needs and assure proper coverage is in place

• Secure adequate onsite staff, oversee time keeping and contracting

• Lead and supervise onsite staff to ensure seamless installation and execution

• Responsible for the execution of client projects onsite from arrival to departure

• Build production schedule and manage to it

• Close out events as required, archive and document files, reconcile budgets, and debrief with Director of Experience

• Other Duties as Assigned