Event Production Coordinator

This is a Full Time Job

(S) Seasonal Client Production Coordinator

Job Purpose
The SXSW Production Department is seeking a production coordinator to assist with event production, planning, and execution of various Client activations throughout the SXSW footprint. This will include venue site planning, vendor acquisition, production advancement, and on-site production coordination. The qualified candidate will assist SXSW Production Management with all site logistics, from inception to completion.

Duties & Responsibilities
Responsibilities include, but are not limited to:
• Assist in the oversight of all elements of production for various client-led activations in a variety of spaces.

• Assist in procurement of all necessary permits, site & stage production elements, including but not limited to tents, fencing, lighting, PA, staging, signage, waste, sanitation, restroom services, and more as deemed necessary.

• Coordinate the overall client activation or site build, working with the client, SXSW account managers & production staff, to ensure it is completed according to pre-established timelines

• Compilation of labor and equipment requirements, to be sourced and deployed accordingly

• Update and maintain the internal file system, including documentation for all proposed site builds for permitting and City departmental review.

• Attend pre-event meetings with the City of Austin, PARD, and Emergency officials, as necessary.

• Work closely with clients as needed to produce their events, providing guidance, recommendations, and referrals for essential production elements.

• Help ensure client activations abide by established rules, regulations, and timelines.

• Accountability of productivity and effectiveness of areas of responsibility.

• Support and strive to achieve departmental and organizational goals.

• Reinforce company policies, procedures, and processes, and act as a role model for others.

On-Site Event Responsibilities
• Manage the fulfillment and safe implementation of all production elements, ensuring everything is built and positioned as planned.

• Ensure the production footprints do not significantly reduce venue capacities, obstruct points of entry and egress, minimize audience sightlines, or violate any existing regulations, codes, or public safety conditions.

• Accompany City, Parks, and Emergency officials on any regulatory inspections to note and correct any issues that may prevent any permits from being approved.

• Liaise with clients, vendors, and venue staff during the build to head off any possible issues or concerns.

Qualifications & Skills
Qualifications include:
• 3 years of large event production experience

• Technical understanding of all current event production standards and elements, including live audio systems, lighting, staging, electrical requirements, rigging, and any associated support structures

• Proficiency in networking, file management, database, and document creation software, including the G-Suite, Airtable, Microsoft Word, Excel, FileMaker, Zoom, and Slack

• Experience with the City permitting process and Park regulations

• Strong written and verbal communication skills

• Ability to think on your feet and adapt to overcome unexpected or difficult situations

• Positive demeanor and ability to work well with others in a team environment

• Capability to remain calm, collected, and patient in high-stress situations

• Desire to create efficient work processes and see complex projects through to the end

• Ability to work independently and multitask in a fast-paced, high-pressure environment

Physical Requirements
The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully:
• Prolonged periods of sitting or standing at a desk and working on a computer.

• Extensive walking and standing during the event

• Ability to lift to 20 pounds occasionally, as needed.

• Operation of standard office equipment, including computers, phones, and printers.

• May require occasional bending, reaching, kneeling, or climbing stairs.

• Ability to work outdoors, including exposure to varying temperatures or noise levels.

• May require you to stay away from home for upwards of 7-10 consecutive days during the event.

Direct Reports
• Various Independent Contractors (Vendors, Site Managers, etc.)

• Stage Managers

• Client Liaisons

Work Location & Schedule
The position is full-time and located in Austin, Texas. Core business office hours are from 10 am to 6 pm Monday through Friday. You must be available to work additional hours from January through March, including evenings and weekends. You must also be available for the March event, which will have extended on-site working hours.