The Event Production Manager at Convene Hospitality Group will oversee the planning and execution of high-quality events at the 100 Stockton location. This role acts as the primary client contact during planning, coordinating with on-site event, technology, and control room teams to ensure a seamless experience. The manager will handle event timelines, room diagrams, vendor coordination, and pre- and post-event debriefs, supporting physical, hybrid, and virtual meeting products.

Responsibilities

Plan and oversee all aspects of meetings programs across our physical, hybrid and virtual products.
Effectively communicate both verbally and written, with all level of associates, clients, and all Convene departments in an attentive, friendly, courteous, and service-oriented manner.
Effectively listen to, understand, and clarify concerns raised by associates and clients.
Serve as a pre-sales support function for our Sales team to advise on applicable deadlines and requirements to ensure a successful event. Work closely with Sales Department to prepare room diagrams and photos, and facility insights; assist relationship managers in getting clients through the contract phase
Schedule and host kick-off call with client.
Develop event timelines, communicate & enforce all pre-production deadlines to clients.
Serve as the primary point of contact for the client leading up to day-of event. Facilitate conversations to understand their needs for all aspects of their program including but not limited to culinary, service, & AV.
Prepare and distribute all room diagrams
Work closely with culinary and service team to finalize menus and timing
Partner closely with our AV teams to ensure the client’s AV needs are understood, communicated to AV Operations, and executed properly.
Recommend and/or coordinate with third party vendors for event enhancements and experiences (florists, musicians, branding, linens, etc) as required.
Host client Run of Show Review with AV Production team for Hybrid Events.
Create and maintain detailed event documentation for each booking
Track project timelines and status updates in Clickup.
Responsible for the creation of PEO’s (Program Execution Orders), program diagrams, and invoices for post-contract add-ons.
Support our Event Site Production team with the collection of the livestream event platform details, including, but not limited to, agenda, speaker details, sponsor details, and other collateral.
Conduct pre-event and post-event debriefs for our internal stakeholders.
Follow up with client with any post-event deliverables
Conduct weekly regular PEO meetings with on-site operations teams.
Provide status updates to internal and external stakeholders on pre-production milestones to ensure successful delivery on the day of the event.
Supervise proper calculation of all program checks and ensure client approval and signatures
Ensure collection of all program balances

Requirements

3+ years in a customer facing role
Prior experience in event planning and project management
Comfort using web based collaboration tools including, but not limited to Slack, Salesforce, SmartSheets, Google Suite
Strong business acumen and staying cool under pressure
Natural problem solver, obsessed with finding appropriate solutions to meet customer needs
Able to multitask, and obsessed with customer satisfaction

Nice to have

Familiarity with SaaS, event platform/video/web conferencing a plus

Benefits

Health & Wellness: Day-one health coverage for you and your family, 24/7 virtual care, emotional well-being support, and fertility & family planning benefits. Because your well-being matters, inside and outside of work.
Time Off & Balance: Generous PTO, your birthday off (because, of course!), paid parental leave, and a year-end holiday closure to recharge.
Financial Growth: 401K with company match and support for education, courses, and certifications. We invest in you so you can grow personally and professionally.
Development & Recognition: Ongoing career growth opportunities plus recognition programs to celebrate milestones.
Community & Impact: Volunteer and give-back opportunities, and the chance to make a real impact in the work you do.