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About the Role

Oversee the full life cycle and provide complete project management for internal and client-hosted private events at ACL Live, 3TEN and PNC Hall. Serve as the primary point of contact for clients, manage multiple events simultaneously, and lead all aspects of event planning, production advancement, onsite execution, and event closeout. Collaborate with clients, vendors, artists' representatives, and internal venue teams to develop innovative event solutions that exceed client expectations while maximizing venue revenue and operational efficiencies.

Responsibilities

Plan and manage the full logistics of private events pre-planning, onsite execution, and closeout, including creating custom event layouts, detailed production budget estimates and up-selling services to generate additional revenue for venue.
Identify cost savings and additional revenue opportunities wherever possible.
Represent the company when communicating with potential and existing clients, planners, vendors, show producers, and artists teams, including explaining venue policies, procedures, and best practices.
Conduct venue production and planning site visits with confirmed event clients and vendors, incorporating other venue team leads as needed.
Communicate all venue-specific details, restrictions, and regulations.
Seamlessly merge client plans into existing parameters with a solution-oriented mindset.
Develop and manage comprehensive production detail reports (PDRs) for all events, including all related event details, budgets, layouts, and timelines, and distribute them to clients, vendors, and venue staff for planning and execution.
Work closely with production and technical services team to advance all technical and artist requirements and negotiate production and hospitality riders, ensuring all requirements are fulfilled and estimated accurately to clients.
Oversee all onsite event details as the primary venue point of contact, including set-up, vendor load-in and coordination, strike, and troubleshooting issues during execution with excellent customer service.
Conduct pre-shift meetings with onsite venue staff for all events.
Guide internal departments and vendors to ensure clients' objectives are met and they are satisfied.
Create full venue staffing plans based on event needs, including city police, medics and security.
Review staffing plans with ops and security department leads and schedule staffing and vendors as needed based on the details of each event.
Obtain any required city event or display permits (display vehicles, food trucks, street closures, etc.).
Communicate with other venue departments for special client requests such as ticketing, marketing support, specialty production needs, etc.
Collect final invoices from ticketing and vendors and log add-bills and/or credits into budget.
Work with leader on final closeout approval, send to client, and manage any questions necessary to officially close out event with the corporate accounting team.
Ensure all invoices and accruals are submitted to accounts payable and all client invoices for payment are submitted promptly, following up to ensure payment is received.
Finalize and submit all internal event settlements.
Maintain detailed event records, project documentation, and post-event recaps to support operational improvements, client retention efforts, and repeat business opportunities.
Communicate and uphold all corporate standards, guidelines, policies and procedures in accordance with local, state and federal laws and regulations.
Maintain personal integrity by abiding by and supporting the values and principles of the company.
Follow and support brand SOPs.
Perform other duties as assigned.

Requirements

Degree in Business, Hospitality, Entertainment or related field preferred or equivalent additional experience required
3+ years' experience in live event planning, event production or event management
Experience with facility management and operations, services, and equipment helpful, including an understanding of related audio/visual needs and services
Experience using event calendar/tracking system such as Tripleseat Guest & Event Management preferred
Effective interpersonal, written, and communication skills required
Must be a team player with a positive attitude and ability to relate to staff, guests, and clients in a positive manner
Strong organizational and project management skills with exceptional attention to detail
Ability to present ideas, expectations, and information in a concise and well-organized manner
Proven ability to manage multiple projects simultaneously with differing deadlines required; ability to delegate and follow up
Proficient in Microsoft Windows (Word, Excel, PowerPoint, and database management)
State Alcohol Education Card required upon hire
Certified Food Safety Manager certification required within 90 days of hire
Must complete Crowd Management training upon hire
Valid driver's license with satisfactory driving record required
Speak and hear to communicate and use both near and far vision.
Frequently sit with some walking and standing.
Occasionally climb, sit, kneel, bend, steps up/down and reach above shoulder.
Regularly traverse stairs and walk on uneven terrain, often while carrying product.
Frequently lift/carry up to 25 lbs.
Continually use gross motor skills with frequent use of bi-manual dexterity and fine motor skills for computer use.

Skills

Interpersonal skills
Written communication skills
Communication skills
Team player
Organizational skills
Project management skills
Attention to detail
Ability to present ideas, expectations, and information in a concise and well-organized manner
Ability to manage multiple projects simultaneously with differing deadlines
Ability to delegate and follow up
Proficient in Microsoft Windows (Word, Excel, PowerPoint, and database management)

Location

ACL Live
3TEN
PNC Hall

Work Type

In-office position

Experience Level

3+ years' experience

Education Level

Degree in Business, Hospitality, Entertainment or related field preferred or equivalent additional experience required

About the Company

Moderate background noise typical of a collaborative office setting.
Occasionally in entertainment and restaurant venue with large crowds and elevated noise levels.