Event Manager - Back of House

Project Objective

Manage behind-the-scenes logistics to ensure seamless production and execution.

Project Duration: August  11 – September 29, 2025

Project Type: Hybrid

1. Strategic Vendor Oversight

• Provide oversight to the Event Assistant with Merchant Vendors
• Handel escalated day of issues for Merchant Vendors as they arise 
• Create and finalize Venue map for Merchant Vendor Zones
• Understand and know what Merchant Vendors are selected for PBWSF 

2. Talent & Production Oversight

• Coordinate green room or holding areas for talent, performers, and hosts.
• Provide details to the host on call times, performance schedules, and transitions.
• Liaise with AV/production to ensure tech needs are met.

3. Safety, Permits, and Compliance

• Ensure fire exits, safety procedures, and event compliance measures are met.
• Coordinate with security to manage capacity and incident response.
• Track inspection times (if applicable) and respond to fire marshal or city officials.

4. Inventory Supplies Management

• Monitor supply levels for critical items (wristbands, signage, radios, ice, cups, etc.).
• Oversee restocking procedures and troubleshoot shortages.
• Confirm end-of-night load-out plan and secure leftover items.

5. Rental Management

• Coordinate all rental deliveries and pickups (tables, chairs, tents, stages, bars, etc.).
• Confirm all rental items match the final order and are placed according to the site map.
• Work with vendors and site crew to ensure safe and timely installation of large structures.
• Facilitate post-event check-out with rental companies and flag any issues or overages for follow-up.

7. Parking & Transportation Oversight

• Coordinate vendor and staff parking assignments and directional signage.
• Troubleshoot access issues or blocked routes during load-in/out.
• Liaise with any shuttle or transport services for staff or VIP guests.

• Draft initial event production plan for approval by Event Director
• Work with FOH Event Manager and the Event Assistant to finalize site map and vendor/staff zones
• Approve load-in/load-out schedules
• Assist with confirming run-of-show and emergency protocol
• Co-lead final production meeting with all Teams with FOH Event Manager
• Co-execute day-of production
• Complete post-event report and team debrief
• Create and update an Incident and compliance report
• Rental inventory checklist
• Update Radio/walkie distribution log
• Talent and production call sheet
• Load-in and load-out schedule management
• On-site support for vendor setup and breakdown

Weekly Hours:

Pre-Event Planning (Aug 11 – Sept 7): ~6–10 hours/week (calls, emails, logistics planning)

Event Week (Sept 8 – Sept 14): ~20–30 hours (site walk-throughs, final confirmations, lead-up tasks)

Event Day (Sept 13): ~12–14 hours on-site

Post-Event Wrap (Sept 15 – Sept 29): ~6–8 hours (vendor check-outs, reports, inventory notes)

Flat Rate: $1,000

Paid in (2) installments:

$500 upon completion of event week (Sept 14)

$500 upon final post-event deliverables (due by Sept 30)