Event Production Manager

Job Description

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement. Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.

The mission of University Marketing & Communications (UMAC) is to lead branding, marketing and communications efforts that advance the reputation, resources and relationships of the University. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.

University Marketing & Communications has an exciting opening for an Event Production Manager.

This is a full-time permanent position.

The University Marketing & Communications (UMAC) Events Team produces and guides exceptional live experiences that elevate the University of Washington’s vision, brand and reputation. The Event Production Manager serves as the production lead for the team’s most complex, large-scale indoor and outdoor events. Driven by the brand strategy of the University of Washington, these highly visible events are aimed at the University’s key audiences, including alumni, donors, community leaders, faculty, staff, students and the general public and include participation by University leadership.

Under the supervision of the Associate Director of Events, the Event Production Manager works closely with and supports fellow events team colleagues in a cohesive, collaborative team environment. In addition to production management and support for larger-scale events, the Event Production Manager will manage one to two annual events of small to moderate size.

What You Will Do

Production Management (50%)

• Provide production management and event infrastructure support for complex, large-scale indoor and outdoor events.
• Manage large-scale event builds providing site management and oversight of all logistics and technical needs including power, lighting, audio video and other technology.
• Identify qualifying vendors and manage RFP to contract negotiations process.
• Manage internal work orders and requests with university facilities, transportation services, building coordinators and other campus partners.
• Develop production plans that support operational success of the event.
• Develop comprehensive staffing solutions. Identify volunteer needs and roles, recruit, hire and manage contracted production support assistants, security staff and medical emergency teams.
• Lead the day-of operations including managing venue logistics, vendors, contracted support staff and coordinating with volunteer leads.
• Develop and coordinate comprehensive individual event Safety Response & Disruption Plans.

Event Management (30%)

• Provide project management and execution of annual events, including university wide events, donor and stewardship focused events and community recognition events.
• Facilitate project meetings, create and manage timelines, utilize the internal project management tool to track projects and provide updates to internal stakeholders.
• Identify, select and assist in the negotiations with vendors, suppliers and venues. Finalize and execute contracts as authorized.
• Develop event design concepts, mood boards, floor plans and decor solutions.
• Collaborate with program partners on…