Event Production Manager (Experiential Marketing)

Job Description

Job Description

ABOUT GRATSYGratsy is a female-founded experiential marketing agency that brings brands to life through unforgettable product experiences. We don't just market products - we put them directly into consumers' hands and create moments they actually remember.From highly targeted direct-to-home sample boxes to immersive live events, pop-ups, and retail takeovers, plus buzz-worthy celebrity and talent partnerships, we manage every detail from concept to execution.If you're excited by bold ideas, fast pace, and turning brands into real-world experiences that spark connection and loyalty - you'll fit right in.GRATSY MANTRASIt's a great day to have a great day!Customer service is FREE! It's free to be nice to people. Pay attention to the details, have a plan b and c!Be open to trying anything once, but maybe not a second time.Don't settle for BASIC. If it can shoot confetti, why not?! JOB SUMMARY The Event Production Manager is responsible for the hands-on execution of event logistics, production planning, and on-site delivery for assigned campaigns. This role ensures that all physical and operational elements of events are planned, coordinated, and executed accurately, on time, and within budget.This role operates as the day-to-day execution owner for events, working closely with Event Project Managers, Event Strategy, and cross-functional teams to bring campaigns to life. The Event Production Manager is highly detail-oriented, proactive, and solutions-driven, with the ability to manage multiple moving pieces in a fast-paced environment.Success in this role requires strong logistical thinking, accountability, and the ability to independently manage execution without gaps. Responsibilities include and are not limited to the below: ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIESOwn the execution of assigned events from planning through on-site delivery and post-event wrap, ensuring all logistics, assets, staffing, and vendor coordination are completed accurately and on schedule without requiring constant oversight.Build and maintain detailed production plans for each event, including staffing plans, logistics schedules, transportation, inventory, and equipment needs, ensuring no gaps exist in execution readiness.Coordinate and manage vendors, including sourcing, requesting quotes, confirming deliverables, and ensuring all contracts, W-9s, COIs, and requirements are completed prior to execution.Manage event staffing logistics, including scheduling Brand Ambassadors, field teams, and support staff, ensuring all personnel are confirmed, trained, and fully briefed ahead of event execution.Oversee asset management, including tracking, packing, shipping, storage, and return of event materials, ensuring all items arrive on time and in proper condition.Partner with Event Project Managers and Event Strategy to ensure all execution plans align with client expectations, timelines, and budgets, proactively identifying and resolving any misalignment.Track and manage event-level budgets related to production, including labor, vendors, travel, and logistics, ensuring spend aligns with approved budgets and escalating any risks before overages occur.Own cross-functional coordination with Warehouse teams to ensure all event inventory is accurately tracked, quality checked (QC), and fully organized and event-ready prior to executionOwn end-to-end management of all event transportation and fleet assets, including company-owned and third-party vehicles (trucks, box trucks, sprinter vans, experiential trailers), ensuring assets are properly scheduled, compliant, maintained, and fully event-ready; proactively identify and resolve risks related to transportation, routing, and asset availabilityLead or support on-site execution, including setup, operation, and teardown, ensuring events are delivered to brand standards and without operational failure.Troubleshoot and resolve operational challenges in real time, making decisions that protect the client experience while staying within scope and budget.Maintain clear, accurate, and up-to-date documentation for all events, including production plans, vendor details, staffing lists, and logistics schedules within designated systems (e.g., Asana, SharePoint).Ensure all post-event requirements are completed, including asset returns, vendor follow-ups, and documentation handoff to Event PMs and leadership.Communicate proactively with internal teams and vendors, ensuring alignment and minimizing last-minute issues or surprises.Demonstrate accountability for execution quality, ensuring events are delivered without preventable errors, missed steps, or breakdowns in communication.Represent Gratsy's brand and values with clients, vendors, and partnersCore Values: Exhibit exemplary alignment with our core values, mission, and vision here at GratsyComply with all company policies and procedures and perform other duties as assignedEDUCATION & RELATED EXPERIENCE REQUIREDHigh school diploma or equivalent requiredBachelor's degree in event management, marketing, communications, or related field preferred5+ years of experience in event production, logistics, or experiential marketingExperience supporting live events, pop-ups, tours, or activationsExperience working in fast-paced, multi-project environmentsKNOWLEDGE, SKILLS, AND ABILITIESStrong logistical and operational planning skillsHigh attention to detail and follow-throughAbility to manage multiple projects simultaneouslyStrong communication and vendor management skillsProblem-solving mindset with ability to act quickly under pressureComfort working in fast paced and event‐driven, deadline‑oriented environments.A valid driver's license and the ability to be covered under the Gratsy's insurance policy are required.SUPERVISORY RESPONSIBILITIES AND INTERACTIONS WITH OTHERSThe position will interact daily with peers, cross functional teams, customers, vendors, and the public. PHYSICAL REQUIREMENTSThe physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, and see using close- and/or distance-vision, and use their hands to touch, grasp, or type. Enter and locate information on a computer. Visually verifies information, often in small print. Presents information to small or large groups. Communicates with Customers, Vendors, or Employees via telephone, in person, and/or electronic mail. The employee may occasionally be required to reach with their hands and arms, walk, and lift or move objects up to and potentially exceeding 70 pounds. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.TRAVELTravel: Domestic travel may occur, up to 45% of any given month, and you may be required to travel via air, bus, rental vehicle or operate company vehicle(s) or company owned assets for various events across the country.WORK SCHEDULE AND LOCATIONEnjoy our hybrid onsite environment! This position will be located in the company's HQ. Team members based out of this location work in the Gratsy Bentonville, AR office at a minimum Tuesday through Thursday, and remotely on Monday and Friday, depending on business needs. 401(k) PLANEligible employees can voluntarily participate in the Company's 401(k) plan where Gratsy matches employee contributions, dollar-for-dollar (100%) up to the first 4% of your annual salary. PAID TIME OFF/COMPANY HOLIDAYSGratsy offers various types of time away! Each year we offer eligible employees 10 paid observed holidays, and an additional 20 days of Paid Time Off (PTO/vacay time) annually. We also offer generous flexible time off during the holiday season! BENEFITSGratsy offers two medical plans to pick from, vision and dental plans. Gratsy also fully pays for your short-term disability, long-term disability, and a life insurance policy. In addition to these, we also offer a fringe benefit for wellness and other supportive benefits to all eligible Gratsy team members!