Special Events Production Manager

The Special Event Production Manager plays a key role in producing events at the ICA, including private event rentals such as weddings and corporate rentals, as well as some internal events such as exhibition openings and social programming.

The Special Events Production Manager (SEPM) oversees the planning and execution of all production elements related to private event rental at the ICA that… are contracted by The Catered Affair (TCA). SEPM works directly with each client to develop Production proposals that aim to both work with the client’s budget and ensure that the ICA’s best interests are being served. In addition to private rental events, SEPM also works in a similar capacity for some internal ICA events.

SEPM is responsible for overseeing ICA scheduling and staffing needs for all ICA special events (external and internal). The Special Events Production Manager collaborates with a wide variety of internal departments. The Special Events Production Manager shall adjust their available working hours to best suit the demands of the job, and as such, nights and weekend work are required. This position requires onsite presence.

The Special Events Production Manager contributes to a culture of collaboration, community, and respect while embodying the principles of ICA’s Quality of Service and centers the work of Diversity, Equity, Accessibility, Inclusion, and Belonging in all areas of their work.
WORKING AT THE ICA:
• All ICA employees are required to reside in Massachusetts and within commuting distance from their Seaport location as of their first day of work.
• The ICA offers the flexibility of a hybrid work week, which averages three days a week onsite for employees who are eligible to work remotely (subject to change, and at manager’s discretion). This position requires on-site work that may modify and/or affect the hybrid work week.RESPONSIBILITIES:
• Serve as the primary on-site contact for the duration of the production and technical elements of each external (weddings, corporate rentals, etc.) and some internal (exhibition openings, First Friday, etc.) events.
• Collaborate with clients or event planners to determine necessary production elements considering budget and resources to ensure the event’s success.
• Oversee event production onsite, including load-in, strike/load-out, and restoration.
• Create and revise detailed proposals for clients.
• Create and send invoices to The Catered Affair following each event.
• Supervise technical production aspects of external and some internal events.
• Coordinate rentals and deliveries, liaising with Security and facilities teams as required.
• Assist TCA and other ICA departments to anticipate and resolve event-related logistical issues.
• Meet regularly with TCA to discuss upcoming events and staffing.
• Create projections for all overhead costs related to production elements before each event. Estimate and adjust crewing requirements.
• Manage hired crew and vendors to ensure safety, professionalism, and adherence to standards.
• Coordinate with relevant ICA departments to fulfill client needs and requests.
• Attend weekly production and operations meetings to share event information and gather necessary details from internal staff; when needed, share knowledge of prior event management to improve future overall event execution.
• Collaborate with the ICA Production Department on equipment allocation and scheduling.
• Assist in maintaining museum spaces, theatrical equipment, and recommend repairs or purchases.
• Manage paperwork within the ICA organizational system, including event forms and calendar information.
• Ensure excellence, professionalism, and safety in all external events at the ICA.
Requirements:
• 2-5 years prior Production Management experience with progressively increasing responsibility; in-depth knowledge of Production principles and best practices.
• B.A., B.S. or BFA in technical theatre or theatrical design preferred or commensurate experience.
• Must have working and demonstrable knowledge in theatrical lighting, staging, audio, video, and rigging.
• Knowledge of and ability to enforce safety protocols.
• Ability to oversee simultaneous production disciplines while providing instructions and delegating tasks for successful outcomes.
• Highly organized, detail-oriented individual able to juggle multiple projects and work well under pressure.
• Adept at working with a variety of clients including Board level, VIPs, Artists, and theater crews. Ability to balance requests of clients within policies and constraints of the institution’s abilities and budget.
• Familiarity with Microsoft Office suite and the Google suite recommended.
• Excellent communication skills and the ability to stay calm under pressure.
• A professional demeanor and appearance is required.
PHYSICAL REQUIREMENTS:
• Possess mobility to work in an office setting and use office equipment; move about throughout the museum, and travel offsite to different locations.
• Ability to see, listen, and talk for extended periods in person, over the telephone and…

Company: Asian American Arts Alliance
Location: Anywhere
Salary Range:
Job Providers:
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