Event Production Project Manager

SUMMARY

The purpose of the Project Manager (PJM) is to create a working relationship with clients by helping them in the process of booking & executing technical services for an event.  The PJM may also act in a technical position for an event that matches his/her required skill set.

This position is also considered a sales position.  

As the lead person, this individual will be the final word on all technical details pertaining to the event.  The PJM is the first person the client will meet and will be the lead contact for the client for the event.  All of the positions on the crew report directly to the PJM, unless a dedicated Crew Chief is also present.  If there is a designated Crew Chief and you’re a tech for a part of a larger production, the PJM will not only report directly to them but will also take orders from them.  The PJM position, therefore, requires superior technical, supervisory, and customer relations skills.    

 

JOB REQUIREMENTS 

  • Once a client has contacted the company regarding an event the PJM will;
    • Perform any required walk-through or meeting for the event.  Site surveys are important to ensure that the event is accurately specified during the quotation process.
    • Advance the details of the event, including load-in, power, labor, parking, food, accommodations, directions, times, equipment, riders, etc.
    • Advance the event with any musical acts or performers.  This may require negotiation with the performer’s road manager for acceptable substitutes or a reduction in requirements without compromising the quality of the event.  We represent the client, not the act, and therefore may be required to negotiate equipment requirements on behalf of the client.
    • Make recommendations to management about changes, or up-sell opportunities.
    • Complete the Quote and follow-up with the client.
  • Once the client has accepted the quotation for the event, the PJM will;
    • Make recommendations about staffing for the event.
    • Interface with the shop staff to ensure all necessary equipment is prepared and loaded on the trucks for the event.
    • Verify all times in R2, and set a call time for the crew to meet at the shop.
    • Keep in contact with the client to manage any changes and make sure every detail is kept on-track.
  • After the event leaves the shop the PJM will;
    • Meet with the client to make initial contact and let the client know that the crew has arrived.
    • Present the client with the invoice if there is a balance due.
    • If additional labor is provided by the client, meet with the leader or shop steward of the local crew and briefly describe the scope of the project.  Assign the local crew to specific tasks.
    • Direct each person on the crew to ensure that equipment is placed in the correct places and that the workflow does not slow down.
    • If the PJM is to man a position, get the position that is to be manned up and show ready.
    • If the event is not pre-paid, get paid by the client.  If this becomes a problem the office Must be notified immediately.
    • Communicate status or problems with the office.  Communication with the office can solve problems before they happen.
    • Ensure that the equipment is packed properly in the correct cases and loaded carefully into the truck.
  • When the PJM returns to the shop;
    • Drop the keys and the payment for the event in the mail slot if the building is closed.  If the building is open, put the keys in the production office and bring the payment for the event to the main office.
    • Report back to the management team of any problems encountered with the staff, the equipment, or the client.  Any problems with equipment Must be documented in writing and given or e-mailed to the shop manager for further maintenance or repair.  Problems would staff members Must be discretely brought to the attention of the management team.
    • Make recommendations on how the event could have been improved, or made better.  Since the primary focus of the company it so provide exemplary customer service, the company can make recommendations to the client for future events.  At times, these recommendations may also benefit the crew.

 

EVERYDAY SUCCESS SKILLS

  • Technical Skills;
    • Must have the ability to determine the appropriate equipment for the venue, taking into consideration the event content and needs.  This requires good judgment and experience working on a variety of events.
    • Must have a clear understanding of the equipment, the proper placement of the equipment, interconnects, and proper use of all audio equipment.
    • Must have the ability to independently assume any position on the event (Audio, Lighting, Video).  Must be able to operate, as well as, system tech the event.
    • Must have extensive knowledge of signal flow, proper microphone placement techniques, audio design, digital and dynamics processing, and acoustics.
    • Must have extensive knowledge of conventional lighting fixtures, dimming, control, and accessories.  Some understanding of intelligent lighting is preferred but not necessary.  
    • Must have knowledge of lighting for video.  
    • Must also understand electrical loads as they relate to dimming and electrical requirements to meet the needs of the lighting system.
    • An extensive knowledge of video projection and show production equipment, such as; cameras, switchers, distribution amplifiers etc is preferred but not required.
    • A moderate understanding of rigging, with special emphasis on flying the audio and lighting equipment is preferred but not required.  Moderate understanding of rigging terms and equipment is preferred by not required.
  • Personal Skills;
    • Must have the ability to supervise other personnel.
    • Must have good written and verbal communication skills.
    • Must have good presentation skills.
    • Must have good customer relations skills.
    • Must be willing to train other technicians.
    • Must be detailed oriented.  
    • Must be organized by making sure that there are no trip hazards, maintaining a clean space, and having a critical eye to anticipate client objections.
    • Must have a sense of urgency.  
    • Must work diligently to get the event up and running as quickly as possible.
    • Must be timely.  Prompt arrival to the shop and the client site is imperative.
    • Must have a positive attitude and a desire to succeed.
    • Must have a commitment to excellence
  • Other requirements or Skills
    • Must have reliable transportation to get to the shop.
    • Must have a valid drivers’ license.
    • Must have the ability to drive a 14’ truck.

 

EVALUATIONS

The PJM will be periodically evaluated on the following criteria;

Technical skills – If there is any area of the technical skill set that requires addition training, that training will be provided.  Training will consist of in-house training primarily, but may include third party workshops and seminars or manufacturers training.

Personal Skills – These skills include supervisory, communication, and presentation skills, as well as, show related skills.  Show related skills are timeliness, attention to detail, and sense of urgency.  If any of these skills require additional training, that training will be provided.

Customer Relations – These are the most important skills required by the PJM.  The PJM will be evaluated on overall customer satisfaction.  That means that the clients will be asked to evaluate the performance of each crew member following the event.

The evaluations will include input from management, fellow crew members, and clients.  This will be a 360 type review.  These reviews will be used to ensure that any skills that may be lacking are acquired to enhance the abilities of the person being reviewed.

 

CAREER PATH

The PJM can proceed to a management position or be promoted to crew chief.  Promotion to these positions may require additional skills to be acquired.  Additional education may also be required.

 

PERSONAL QUALIFICATIONS

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    • While performing the duties of this job, the employee is regularly required to use hands to  handle objects, tools, or controls.
    • The employee must be able  to stand; walk; climb or balance; stoop, kneel.
    • The employee is occasionally required to sit.
    • The employee must regularly lift and/or move up to 50  pounds, frequently lift and/or move up to 100 pounds, and occasionally lift and/or move more than 100 pounds with assistance.

 

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