Event Production Manager

Convene Hospitality Group (CHG) operates a global portfolio of lifestyle brands focused on creating places and experiences that bring people together. The company designs, develops, and operates hospitality-driven destinations to host gatherings of all kinds, ranging from small corporate meetings to immersive brand activations and beyond. We love bringing people together in person, and that passion for great experiences extends to our employees as well.

About the role

The Event Production Manager will oversee the planning and execution of high-quality events at our 100 Stockton location, coordinating event production details and on-site operations to ensure a seamless and exceptional guest experience. This role acts as the primary point of contact for clients during the planning process and liaises with on-site event, technology, and control room teams to deliver a flawless meeting event experience from start to finish. The Event Production Manager ensures the client’s vision is executed and supports hybrid, virtual, and physical meetings products while embodying Convene’s values and hospitality standards.

Responsibilities

• Plan and oversee all aspects of meetings programs across physical, hybrid, and virtual products.
• Communicate effectively with associates, clients, and all Convene departments in an attentive, friendly, courteous, and service-oriented manner.
• Listen to, understand, and clarify concerns raised by associates and clients.
• Serve as pre-sales support for the Sales team, advising on applicable deadlines and requirements to ensure successful events.
• Work closely with the Sales Department to prepare room diagrams, photos, and facility insights; assist relationship managers in moving clients through the contract phase.
• Schedule and host kick-off calls with clients.
• Develop event timelines and communicate and enforce all pre-production deadlines to clients.
• Serve as the primary point of contact for the client leading up to the day of the event.
• Facilitate conversations to understand client needs for all aspects of their program, including culinary, service, and AV.
• Prepare and distribute all room diagrams.
• Work closely with the culinary and service team to finalize menus and timing.
• Partner closely with 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 (florists, musicians, branding, linens, etc.).
• Host client Run of Show Review with the AV Production team for Hybrid Events.
• Create and maintain detailed event documentation for each booking.
• Track project timelines and status updates in ClickUp.
• Create Program Execution Orders (PEOs), program diagrams, and invoices for post-contract add-ons.
• Support the Event Site Production team with the collection of livestream event platform details, including agenda, speaker details, sponsor details, and other collateral.
• Conduct pre-event and post-event debriefs for internal stakeholders.
• Follow up with clients on any post-event deliverables.
• Conduct weekly PEO meetings with on-site operations teams.
• Provide status updates to internal and external stakeholders on pre-production milestones.
• 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 Slack, Salesforce, SmartSheets, and Google Suite.
• Familiarity with SaaS, event platforms, video/web conferencing (a plus).
• Strong business acumen and ability to stay cool under pressure.
• Natural problem solver, obsessed with finding appropriate solutions to meet customer needs.
• Able to multitask and obsessed with customer satisfaction.

Pay

Base salary range: $80,000 – $88,000. This role is also eligible for Convene's annual incentive performance bonus plan. Individual pay is based on skills, experience, and other relevant factors.

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.
• Time Off & Balance: Generous PTO, your birthday off, paid parental leave, and a year-end holiday closure.
• Financial Growth: 401K with company match and support for education, courses, and certifications.
• 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 your work.