Event Project Manager

Position Overview

The Event Project Manager is a visionary creative and disciplined operator responsible for managing the entire event lifecycle — from ideation and concept development through execution and post-event reporting.

This role requires strong design sensibility, strategic planning expertise, financial oversight, and the ability to deliver elevated, immersive client experiences. The ideal candidate possesses an eye for detail, a deep understanding of client journey mapping, and the ability to creatively maximize space while maintaining strict budget adherence.

Core Responsibilities

Creative Direction & Client Experience Design

· Lead ideation and concept development aligned with client goals, brand identity, and audience engagement.

· Identify and interpret client requirements, expectations, and experiential goals for each event.

· Create and design comprehensive event look books, mood boards, and visual presentations based on client feedback and budget parameters.

· Demonstrate an eye for creatively using space and spatial flow to elevate guest experience.

· Think strategically about the client journey, ensuring a seamless and memorable experience from arrival to departure.

· Oversee the design and printing of event materials including programs, signage, branded collateral, and experiential elements.

Full-Service Event Planning & Production Management

· Manage all aspects of the event planning process from concept through post-event wrap-up.

· Identify and secure venues aligned with event objectives and budget.

· Oversee menu development in collaboration with catering partners.

· Collaborate with subcontractors and production vendors across décor, AV, entertainment, fabrication, security, transportation, and staffing.

· Negotiate and contract with vendors for goods and services related to event execution.

· Negotiate financial terms and authorize expenditures with supervisory oversight when required.

· Develop event-specific organizational tools including:

o Production timelines

o Expense trackers

o Payment schedules

o Vendor contact lists

o On-site deliverables schedules

o CAD drawings and spatial layouts

· Manage all event set-up, live execution oversight, tear down, and follow-up processes.

· Attend and oversee events to ensure all details are executed according to plan.

· Perform additional related duties as assigned or requested by clients.

Budget Development & Financial Oversight

· Build, manage, and adhere to detailed event budgets to avoid project overruns.

· Track expenses and maintain financial transparency throughout the project lifecycle.

· Maximize creative impact while working within financial constraints.

· Create proposals, contracts, and invoices for clients, sponsors, and vendors.

· Monitor payments and ensure financial accuracy across all accounts.

Vendor, Database & Administrative Management

· Maintain and update corporate databases including business contacts, sponsors, consumer databases, and vendor lists.

· Develop strong vendor partnerships and maintain outstanding vendor management standards.

· Ensure accurate recordkeeping within project management and CAD systems.

Post-Event Evaluation & Reporting

· Compile comprehensive post-event wrap-up reports and evaluations.

· Prepare client summary presentations including outcomes, successes, and recommendations.

· Identify opportunities for optimization and future event growth.

Requirements

Required Skills & Qualifications

Experience

· Minimum 2+ years of experience as an Event Planner or Event Coordinator preferred.

· Proven track record of identifying and maximizing event opportunities.

Technical & Systems Skills

· Proficiency in Monday.com or similar project management systems preferred.

· Experience creating and interpreting CAD drawings.

· Strong computer skills including Microsoft Office Suite.

· Proficiency in database management and spreadsheet applications.

Core Competencies

· Strong negotiation, leadership, and strategic planning skills.

· Outstanding vendor management capabilities.

· Exceptional organizational, project management, and time management skills.

· Ability to manage multiple projects while meeting deadlines in a fast-paced environment.

· Ability to think creatively while coping with limited resources and seizing opportunities.

· Strong written and verbal communication skills.

· Calm under pressure with the ability to problem-solve in real time.

· High energy, flexibility, and a pleasant professional demeanor.

· Sound judgment and knowledge of appropriate event protocol.

· Dependability, confidentiality, and strong professional ethics.

· Commitment to the mission and values of the organization, with the ability to communicate an inspired vision and sense of purpose.