Event Production Sourcing Manager

POSITION DESCRIPTION

The Event Production Sourcing Manager leads strategic sourcing, contracting, and production budget development for domestic and international events by integrating strong production expertise with disciplined purchasing practices. Serving as the primary client liaison during presale, this role evaluates production scope, feasibility, risk, and cost by coordinating input from internal subject matter experts and external partners across audiovisual, staging, lighting, scenic, labor, rigging, and technical services. The Sourcing Manager translates complex technical considerations into clear, validated recommendations, ensuring solutions are technically viable, cost effective, compliant with production standards, and aligned with program objectives. Through informed decision stewardship and proactive negotiation, the role supports sales, renewals, new business, and RFP efforts, develops preliminary and final production budgets, contract agreements, and ensures continuity through program turnover by remaining a collaborative resource to operations.

ACCOUNTABILITIES & PERFORMANCE EXPECTATIONS

Client Management & Presale

• Develop strong client relationships that demonstrate a clear understanding of the customer's expectations and objectives for the program.
• Serve as the primary client liaison in presale, advising on feasibility, production suppliers and all event requirements, venue options, and value driven alternatives.
• Design and develop client presentations including financial investment documents, cost analysis, negotiated savings, rationale for event, etc.
• Lead presentations related to product expertise(either in person or virtual) performing in a sales capacity with the Account Executive (AE).
• Alert AEs to cross-selling opportunities with assigned clients. Become knowledgeable about other solution types and listen when clients speak of their business concern.
• Collaborate with the AE, members of the Strategy team, SMEs and operations counterparts to present production and program options that best align with the group's program history, production and program elements, and participant survey feedback.

Sourcing, Negotiation & Contracting

• Liaise and collaborate with Event Buyer on destinations, conference space and venues to support production events.
• Secure best terms of payment with suppliers. Facilitate initial supplier payments.
• Oversee quality control of all third-party suppliers, ensuring accuracy, alignment with scope, and technical feasibility.
• Develop, negotiate and finalize terms of client SOWs and closing sale by articulating both sourcing and production assumptions, requirements, and potential risks.
• Re-engage in program if cancellation occurs. Lead discussions with contracted production vendors if needed to negotiate penalties and rebook business.
• Source and contract events that frequently involve production elements to support exhibitor and tradeshow/expo components, on and offsite large scale entertainment events, general sessions, hands on labs, speaker and session management.
• Identify opportunities for greater efficiency or improvements in sourcing and production processes and share recommendations with leadership.
• Act as subject matter expert in event production, providing expertise in production knowledge, costing, sourcing, contracting and financial budget development.

Financial Management

• Develop detailed event budgets, inclusive of production elements, cost comparisons, and presale estimates, maintaining a strong focus on contribution margin and financial targets.
• Maintain a strong focus on achieving contribution margin goals by consistently prioritizing margin considerations aligned with pricing models management fee creation and throughout negotiations with key suppliers and customers.
• Demonstrate ongoing negotiations and value to clients. Track and report cost savings on a program-by-program basis, and an annual basis for business reviews.
• Maintain accurate and timely account information in Salesforce throughout the presale lifecycle.

Internal Collaboration

• Collaborate with all Event Solutions team members to develop event inclusions, including event strategy, event technology, creative, communications, amenities, M&E and Incentives, ITA/Hartmann Production, supplier relations, sales and other internal teams to improve efficiency, elevate service delivery, and enhance presale solutions.

Supplier & Industry Engagement

• Build and maintain strong supplier partnerships across destination, conference centers, hotel categories and production-specific vendors, labor companies, and technical partners.
• Actively participate in supplier presentations, production technology demos and industry events to expand destination and production expertise.
• Continuously expand knowledge of venues, production environments, and technical capabilities through collaboration with internal teams and supplier partners - both domestic and international.

Travel & On-Site Responsibilities

• Travel as directed on internal/client site inspections, production assessments, technical walkthroughs, client presentations, familiarization trips and industry events.
• Travel when required to support onsite program operation.

POSITION REQUIREMENTS

Education & Experience

• Bachelor's degree in business or related field, or equivalent work experience.
• Five (5) years of related work experience in a production, negotiator role or similar position within the hospitality/incentive industry is required.

Technical, Systems & Analytical Skills

• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and CRM/event technology platforms (Salesforce and Cvent preferred).
• Working knowledge of AI-enabled tools for data analysis, reporting, and process optimization to improve efficiency and decision-making.
• Strong analytical skills, including the ability to evaluate venue and conference center capabilities (rigging, power, ceiling heights, load-in/load-out logistics, and technical restrictions) to validate feasibility.
• Proven ability to develop accurate budgets, cost analyses, multi-currency budgets, and competitive presale solutions.

Contracting, Negotiation & Purchasing Expertise

• Excellent negotiation skills with a demonstrated ability to secure favorable terms that support contribution margin goals.
• Strong understanding of legal terms and conditions related to third-party contracts, including production, scenic, labor, AV, creative services, security, transportation, and gear providers.
• Ability to interpret, negotiate, and manage traditional event contracts and technical production contracts, proposals, and specifications.
• Expertise in production sourcing to support complex and large-scale meetings and events, including conferences, conventions, expos, tradeshows, and board meetings.
• Experience with large-scale event production required; destination and hotel sourcing and contracting experience is a plus, with opportunities to further develop expertise in this area.

Event Strategy, Production & Operations

• Solid understanding of incentive event strategy and participant experience design, with an emphasis on production supporting evening events.
• Experience in production management, technical production, and labor sourcing aligned with meetings, conferences, tradeshows, and events.
• Strong working knowledge of event operations and production disciplines, including AV, lighting, staging, scenic, rigging, and power distribution.
• Understanding of global destinations, venues, and emerging locations, with the ability to educate internal teams and clients.

Communication, Collaboration & Relationship Management

• Strong written and verbal communication skills, including technical writing and client presentation experience.
• Ability to clearly explain technical concepts to internal stakeholders, clients, and supplier partners at all levels.
• Proven ability to build rapport, influence buy-in, and collaborate effectively with Event Solutions teams, internal sales teams, and external partners.
• Demonstrated success working cross-functionally, with excellent interpersonal skills and the ability to take and facilitate direction within a team environment.

Travel Requirements

• Ability to travel as needed for client meetings, site inspections, production assessments, presentations, sales efforts, and professional development.

To perform this job successfully, an individual must be able to complete each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required.

ITA Group, Inc. is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Company will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Company.