Forefront Networks is a full-service experiential and entertainment agency specializing in corporate partnerships, brand activation, production, corporate events, entertainment booking, event management, and more. Forefront is seeking a highly motivated and experienced Event Contract Producer to support the planning and execution of the Austin Trail of Lights' (TOL) Hospitality program.

Responsibilities include:

Project Planning & Management – Scope, Schedule and Budget

Project, plan, manage and “own” all aspects of a select number of Trail of Lights (TOL) Hospitality Parties assigned – approximately 16 events.

• Serve as the main point of contact (outside the sales director) for hospitality clients, acting as a trusted advisor to ensure events/activations meet objectives.
• Coordinate all elements of the parties including but not limited to booking the caterer, entertainment, and bar. NOTE: TOL has a list of preferred and experienced vendors we work with for each party.
• Provide timely communication and responses to party hosts as needed.
• Ensure all parties have the necessary credentials to enter the park.
• Update invitation templates on CANVA and send them to the party hosts.
• Ensure the flawless execution of the event onsite including loading vendors in and out and troubleshooting during the event.
• Keep track of all expenses and work with the Hospitality Manager to reconcile party budgets.
• Reconcile bar tabs with the bar team at the end of each night.
• Ensure the party tent and décor is set up each night.
• Ensure the party tent is clean and clear at the end of each night.
• Create layouts in All Seated and provide the site crew instructions for flipping the rooms each night.
• Ensure each party tent is stocked with enough cookies, cocoa and supplies each night.
• Encourage party hosts to upgrade their parties by adding on entertainment or gifting elements.

Support other corporate hospitality or premium programs as needed. Programs include:

• One full park buy out event: TOL offers large companies and groups an opportunity to buy out and personalize the Trail of Lights footprint to host up to 5k guests.
• Platinum Program: this is a premium ticketed program that allows guests early access, valet parking, concierge customer service on-site, golf cart shuttle access to the Trailhead and access to a private Premium Platinum Lounge with comfortable seating, exclusive bar, a drink ticket, a ride ticket, and expedited entry to the Ferris wheel and carousel ride.
• ZIP Program: this is a premium ticketed program that allows guests early entry and access to the ZIP lounge featuring seating, heated washrooms, a bar and complimentary cookies and cocoa.
• STARS Program: this program ensures that people in our community, who many not otherwise have the opportunity, are given a magical holiday experience trailered exclusively for them. The Trail welcomes local non-profit groups to the Trail for three private nights. Guests have access to our private party tents and complimentary cookies and cocoa.

Budget Management

• Manage project budgets, track expenses, and ensure margins are being met for each party
• Collaborate with finance and accounting teams to ensure accurate financial reporting of parties

Qualifications

• 2+ years of live event experience
• Experience in live large-scale and intimate VIP events
• Stellar presentation, problem-solving and project-management skills
• Excellent communication and interpersonal skills
• Time-management skills and the ability to work under pressure.
• Problem-solving skills and diplomacy
• Proactive, flexible, and target-driven
• Excellent guest relations and hospitality skills
• Ability and willingness to support load in and out during events
• Proficiency in Canva
• Proficiency in Excel and PowerPoint, and proficient with Google docs
• Proficiency in All Seated, Social Tables or another similar program
• Willingness to work on holidays, nights, and weekends
• Ability to lift to 50 lbs

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