Event Production Manager

ABOUT GRATSY

Gratsy is a female-founded experiential marketing agency that brings brands to life through unforgettable product experiences. We don't just market products - we put them directly into consumers' hands and create moments they actually remember.

From highly targeted direct-to-home sample boxes to immersive live events, pop-ups, and retail takeovers, plus buzz-worthy celebrity and talent partnerships, we manage every detail from concept to execution.

If you're excited by bold ideas, fast pace, and turning brands into real-world experiences that spark connection and loyalty - you'll fit right in.

The Event Production Manager is responsible for the hands-on execution of event logistics, production planning, and on-site delivery for assigned campaigns. This role ensures that all physical and operational elements of events are planned, coordinated, and executed accurately, on time, and within budget.

This role operates as the day-to-day execution owner for events, working closely with Event Project Managers, Event Strategy, and cross-functional teams to bring campaigns to life. The Event Production Manager is highly detail-oriented, proactive, and solutions-driven, with the ability to manage multiple moving pieces in a fast-paced environment.

Success in this role requires strong logistical thinking, accountability, and the ability to independently manage execution without gaps. Responsibilities include and are not limited to the below:

• Own the execution of assigned events from planning through on-site delivery and post-event wrap, ensuring all logistics, assets, staffing, and vendor coordination are completed accurately and on schedule without requiring constant oversight.
• Build and maintain detailed production plans for each event, including staffing plans, logistics schedules, transportation, inventory, and equipment needs, ensuring no gaps exist in execution readiness.
• Coordinate and manage vendors, including sourcing, requesting quotes, confirming deliverables, and ensuring all contracts, W-9s, COIs, and requirements are completed prior to execution.
• Manage event staffing logistics, including scheduling Brand Ambassadors, field teams, and support staff, ensuring all personnel are confirmed, trained, and fully briefed ahead of event execution.
• Oversee asset management, including tracking, packing, shipping, storage, and return of event materials, ensuring all items arrive on time and in proper condition.
• Partner with Event Project Managers and Event Strategy to ensure all execution plans align with client expectations, timelines, and budgets, proactively identifying and resolving any misalignment.
• Track and manage event-level budgets related to production, including labor, vendors, travel, and logistics, ensuring spend aligns with approved budgets and escalating any risks before overages occur.
• Own cross-functional coordination with Warehouse teams to ensure all event inventory is accurately tracked, quality checked (QC), and fully organized and event-ready prior to execution.
• Own end-to-end management of all event transportation and fleet assets, including company-owned and third-party vehicles (trucks, box trucks, sprinter vans, experiential trailers), ensuring assets are properly scheduled, compliant, maintained, and fully event-ready; proactively identify and resolve risks related to transportation, routing, and asset availability.
• Lead or support on-site execution, including setup, operation, and teardown, ensuring events are delivered to brand standards and without operational failure.
• Troubleshoot and resolve operational challenges in real time, making decisions that protect the client experience while staying within scope and budget.
• Maintain clear, accurate, and up-to-date documentation for all events, including production plans, vendor details, staffing lists, and logistics schedules within designated systems (e.g., Asana, SharePoint).
• Ensure all post-event requirements are completed, including asset returns, vendor follow-ups, and documentation handoff to Event PMs and leadership.
• Communicate proactively with internal teams and vendors, ensuring alignment and minimizing last-minute issues or surprises.
• Demonstrate accountability for execution quality, ensuring events are delivered without preventable errors, missed steps, or breakdowns in communication.
• Represent Gratsy's brand and values with clients, vendors, and partners
• Core Values:
  Exhibit exemplary alignment with our core values, mission, and vision here at Gratsy
• Comply with all company policies and procedures and perform other duties as assigned

• High school diploma or equivalent…