Event Producer

About the Role

Happily is looking for a seasoned Event Producer to spearhead the planning, coordination, and execution of live, hybrid, and virtual events. This position entails full responsibility for the event production process—from initial design and budget management through onsite operation and final wrap-up.

The ideal candidate excels in organization, is proactive and solution-driven, adept at handling multiple stakeholders, vendors, and various production elements simultaneously. They flourish in dynamic settings, foresee potential problems, and take pride in delivering superior event experiences.

Key Responsibilities

• Take full leadership for assigned events from concept to completion, ensuring all production objectives are met.
• Identify and resolve production challenges promptly to keep projects progressing smoothly.
• Act as the main production point of contact for Happily staff, client teams, event personnel, vendors, and crew.
• Organize and lead internal production meetings, providing regular updates to all relevant parties.
• Work closely with Account Managers who handle strategic client communication while you manage execution details.
• Create, oversee, and reconcile event budgets, guaranteeing financial adherence and quality standards.
• Source and negotiate vendor contracts, manage relationships, monitor expenses, and ensure timely payments.
• Coordinate with venues including contract reviews, logistics, and compliance to fully meet event needs like space, catering, and production access.
• Develop comprehensive production schedules for all event phases, including load-in, event day, load-out, and contingencies.
• Manage transportation, setup, and removal of event materials such as scenic designs, signage, registration setups, AV equipment, and video display systems.
• Lead on-site event operations, troubleshoot technical and logistical challenges, and maintain a smooth run-of-show incorporating stage cues, speaker transitions, and content playback.
• Recruit and manage event teams—Production Managers, AV Technicians, Registration Staff, Stage Managers, and Support Crew—delegating tasks and ensuring accountability.
• Keep all event production documents and assets current and centrally located, including floor plans, layouts, signage, credentials, creative materials, and approvals accessible to all stakeholders.

Qualifications

• Minimum of 5 years' experience in event production involving conferences, corporate events, experiential activations, festivals, or live shows.
• Proven expertise in budget management, vendor and venue administration, and production scheduling.
• Comprehensive knowledge of audiovisual production, staging, registration, and live-event logistics.
• Excellent organizational, communication, and project management capabilities.
• Capacity to stay composed under pressure and make quick, effective decisions during live events.
• Experience managing freelance and contract personnel and coordinating across functional teams.
• Proficient with Google Workspace, Google Slides, and project management and production documentation software.

Success Indicators

• Events are consistently delivered on schedule, within budget, and maintain a high standard of quality.
• Effective communication and coordination between clients, internal teams, and vendors throughout the event lifecycle.
• Production obstacles are anticipated and handled proactively, ensuring a seamless experience for attendees.
• Event documentation is thorough, well-organized, and easily accessible.
• Teams are motivated, responsible, and fully prepared to execute their roles successfully.