+ Activations Manager

About Us

Forefront is an experiential and entertainment agency based out of Austin, Texas, with access to a distinct portfolio of live, virtual and hybrid event platforms collectively designed to build connections between brands and their audiences. We concept and execute a range of experiences that vary in size, scale, budget and audience. We deliver on the goals of our clients; whether focusing on the brand, the guests, or both. We also entertain corporate guests, communities, all facets of the music industry, and media.

Forefront Networks Activations Manager

Forefront is looking for a passionate and experienced activations manager to help design, plan, and execute activations for both owned and client projects. This role requires experience with design-build projects and detailed planning and budgeting skills. This person can define project milestones and deadlines and coordinate with both internal teams and external contractors.

The ideal candidate can balance creativity with logistics, finance planning, and vendor management duties. They should excel at multitasking and balancing big picture concerns like permitting, power, staffing and infrastructure with details like signage and decor. This candidate will be responsible for effectively utilizing resources and personnel to create experiences within owned and client events.

The Forefront Activations Manager will be responsible for creating assets and activations within the company’s owned and client driven events portfolio. For 2021, that includes Bevo Blvd, Live In The Vineyard (LITV) and Live In The Vineyard Goes Country (LITVGC) in Napa Valley, California, Keep Austin Weird Day, the Austin Trail of Lights and potentially other events throughout the United States.

This person must be detail oriented, thrive under pressure, have exceptional written and verbal communications skills and be a self starter. This person must also have a passion for people, production and operations with a knack for providing meticulous care and attention to all projects.

Specific Responsibilities

Developing Activations Plan:

  • Supporting the design, plan and budgeting for each activation
  • Providing ideas and recommendations for best flow and experience of each activation
  • Providing ideas and recommendations for the “look and feel” of each activation
  • Assisting and performing site inspections and return with recommendations for all relevant aspects of production for the activation
  • Creating 2D and 3D renderings of each activation

Planning, managing, and executing any and all on-site production needs for each activation including but not limited to:

  • Rentals and tents
  • Power and lights
  • Staging and audio
  • Flooring & Fencing
  • Waste management

Oversee hiring and management of staff, on-site teams and temporary resources for each activation:

  • Identifying needs
  • Recruiting and assign team
  • Supporting the onboarding process
  • Tracking hours and payment
  • Managing the team on site

Managing and adhering to the production budget set for each activation:

  • Sourcing quotes
  • Identify cost-saving opportunities
  • Developing key relationships with stakeholders

General Responsibilities:

  • Establishing and maintaining relationship with city and state agencies, third party contractors and specialized vendors
  • Developing timelines, ensure adherence to timelines, and management of deliverables assigned
  • Ensuring health and safety regulations are met at each activation
  • Maintaining smooth communication and workflow for both internal and external clients
  • Working with all internal teams regarding logistical needs for any activation as assigned
  • Sourcing all needs through vendors and ensuring they are appropriately incorporated into the overall event
  • Tracking and documenting all relevant invoices to ensure timely payments and processing
  • Assisting in tracking budget costs throughout the course of project and communicating scope changes that impact the budget to project leads in a clear manner
  • Understanding profit margins and effectively meet or exceed them
  • Utilizing strong internal partnership skills while working cross-functionally with the relevant internal teams to ensure that project are implemented with internal stakeholders as required, and that client vision and satisfaction is met
  • Exhibiting exceptional written and verbal communication skills with attention to detail
  • Maintaining consistent, timely on-site presence for all events and activations produced by Company
  • Providing immediate response to requests for assistance to events in progress.
  • All other duties as assigned including but not limited to supporting any builds or infrastructure needs for the office

Ideal Skills and Qualifications:

  • 5+ years of live event design-build activation experience
  • Experience in live large-scale and intimate VIP events
  • Ability to execute multi-day, multi-activation experiences
  • Ability to engage and activate remote teams across multiple departments
  • Specialization in production and operations - layouts, infrastructure, permitting, build
  • Expertise with multiple thematics
  • Firm business understanding, financial acumen and alignment to business objectives
  • Stellar presentation, problem-solving and project-management skills
  • Excellent communication and interpersonal skills
  • Negotiation skills when looking for the best price for rentals, suppliers and contractors
  • Time-management skills and the ability to work under pressure
  • Problem-solving skills and diplomacy
  • Proactive, flexible and target-driven
  • Proficiency with google sheets and excel required
  • Proficiency with 2D and 3D CAD/Design software
  • Familiarity with latest creative technology
  • Build/fabrication experience
  • Ability and willing to support load in and out during events
  • Ability to lift up to 50 lbs
  • Willingness to travel and work holidays, nights and weekends
  • Ability to travel

Personal Characteristics

Forefront is looking for a leader and a team player with a ‘can do’ attitude, someone who says yes more than no. Multiple assignments in process at one time is the norm and fast turnover is often a requirement meaning that organization and a keen eye for detail are mandatory. A creative person at heart with the right level of practicality will succeed in this role. Forefront believes that “Best is Standard” and contributing positively to that existing culture is key.