Overnight Events Manager

Job Description

Job Description

Company Overview

Our client is a leading event production company specializing in live events, trade shows, conventions, exhibits, and experiential marketing activations. They partner with clients to deliver exceptional event experiences through detailed planning, logistics coordination, and flawless execution.

Position Summary

The Overnight Event Operations Manager oversees all overnight event operations, including vendor load-in and load-out activities, venue logistics, loading dock management, and event floor operations. This individual serves as the primary on-site operations leader during overnight hours, ensuring vendors comply with venue requirements, event schedules remain on track, and installations are completed accurately and safely.

The ideal candidate is highly organized, thrives in fast-paced environments, communicates effectively with multiple stakeholders, and has experience managing logistics for large-scale events, conventions, or trade shows.

Key Responsibilities

Event Operations

• Manage overnight event setup, installations, and load-in/load-out operations.
• Oversee multiple vendors simultaneously while maintaining efficient event operations.
• Ensure vendors adhere to event schedules and venue regulations.
• Monitor installation quality and resolve operational issues in real time.
• Maintain a safe, organized, and professional work environment throughout the shift.
• Provide regular updates to management regarding event progress and operational concerns.

Venue & Loading Dock Management

• Learn and thoroughly understand each venue's loading docks, access points, freight elevators, staging areas, and designated load-in/load-out routes.
• Coordinate vendor arrivals and departures to minimize congestion and maintain efficient traffic flow.
• Enforce all loading dock policies and venue operating procedures.
• Ensure vendors follow all venue regulations and safety requirements.
• Verify all vendors have exited the property before the end of the shift or properly transition responsibility to the next Manager on Duty.
• Conduct final inspections of loading docks and work areas before leaving the property.

Vendor Coordination

• Coordinate and oversee multiple vendors throughout event setup and breakdown.
• Issue vendor wristbands, ensuring the correct color designation is assigned based on vendor access levels or event requirements.
• Serve as the primary point of contact for vendors during overnight operations.
• Ensure vendors install booths, displays, equipment, and materials in their assigned locations according to the event floor plan.
• Monitor vendor compliance with schedules, venue policies, and safety procedures.

Event Layout & Floor Management

• Read and interpret event floor plans, layouts, and installation drawings.
• Verify all installations are placed in their designated locations.
• Assist vendors with layout questions and resolve placement conflicts.
• Ensure event spaces remain organized and accessible throughout setup.

Safety & Facility Protection

• Ensure floor protection is installed before heavy equipment or machinery is moved through the venue.
• Monitor work areas for safety hazards and address concerns immediately.
• Document and report any damage to venue property, equipment, or facilities.
• Maintain a clean and safe work environment throughout all overnight operations.

Security Coordination

• Work closely with venue security personnel to ensure safe and efficient event operations.
• Maintain respectful, professional, and responsive communication with security staff.
• Immediately communicate incidents, safety concerns, or operational issues to the appropriate parties.
• Assist with enforcing venue access policies and restricted areas.

Documentation & Reporting

• Photograph assigned event areas prior to leaving the venue.
• Submit photographs to designated team members or management for documentation.
• Prepare incident reports when necessary.
• Report property damage, vendor issues, safety concerns, and operational delays.
• Maintain accurate records of overnight activities.

End-of-Shift Responsibilities

• Ensure all vendors have removed equipment, materials, and debris from assigned work areas.
• Confirm trash has been removed or disposed of in designated compactors.
• Verify loading docks, staging areas, and event spaces are clean and ready for the next shift.
• Distribute parking validations to vendors and approved personnel as needed.
• Conduct a final walkthrough before leaving the property.
• Transition outstanding tasks to the incoming Manager on Duty when applicable.

Qualifications

• Previous experience managing live events, conventions, trade shows, exhibits, venue operations, or event logistics.
• Experience supervising vendors, contractors, or installation crews.
• Strong understanding of loading dock operations and event logistics.
• Ability to read event layouts, floor plans, and installation drawings.
• Excellent leadership, communication, and organizational skills.
• Strong problem-solving abilities with the ability to make decisions under pressure.
• Customer-focused with a professional demeanor.
• Ability to manage multiple priorities simultaneously.
• Proficiency with Microsoft Office and mobile communication tools.
• Forklift certification is a plus but not required.

Physical Requirements

• Ability to work overnight shifts, weekends, holidays, and overtime based on event schedules.
• Ability to stand and walk for extended periods.
• Ability to lift up to 50 pounds and participate in team lifts when necessary.
• Comfortable working in convention centers, hotels, stadiums, arenas, warehouses, and outdoor venues.
• Ability to work in varying temperatures and active event environments.

Preferred Background

Candidates with experience in the following industries are encouraged to apply:

• Convention Centers
• Trade Shows
• Live Events
• Experiential Marketing
• Venue Operations
• Event Production
• Hospitality
• Entertainment
• Logistics
• Facility Operations

Overall Candidate Profile

This position is best suited for a hands-on operations professional who enjoys leading overnight event logistics, coordinating vendors, managing venue and loading dock activity, and ensuring event setups are completed safely, efficiently, and according to schedule.

\nCompany Description

CitiStaff Solutions, Inc.

Company Description

CitiStaff Solutions, Inc.