Event Producer

Event Producer

Loyola Marymount School of Film & Television (SFTV) is a top-ranked film school located in Los Angeles, CA. The school is recognized for its state-of-the-art facilities and equipment, award-winning faculty, expert staff, world-renowned alumni and innovative curriculum. Under general supervision and reporting to the Dean of the LMU School of Film and Television (SFTV) or their designate, the Event Producer will plan and execute a robust slate of high-profile events that will enhance the overall educational experience of SFTV students in the creative and business aspects of the entertainment industry, including but not limited to A-list speaker series, large scale film festivals and conferences, career development workshops, visiting artists workshops, awards ceremonies, screenings, panels, orientations, and anniversary celebrations. Event Producer will also plan various faculty and staff events, including but not limited to retreats and workshops.

Position Specific Responsibilities / Accountabilities

• Serve as the primary point of contact and day-of floor manager for all SFTV events. Create, manage, and supervise logistics for in-person and virtual programs, events, and activities. Planning and logistical tasks include but are not limited to publicity, tracking RSVPs, managing the box office, managing talent needs and accommodations, creating run of shows, collecting digital assets, running tech checks, rehearsals, writing wrap reports, and facilitating debrief meetings.
• Collaborate with the Dean, SFTV administration, department chairs, and faculty to develop an annual calendar of events including a screening series, visiting artist workshops, speaker series, student film festivals, and award ceremonies.
• Manage internal event request system, forms, and approval process. Obtain input and approval from various stakeholders including Dean approval when applicable.
• Track event requests, approval status, and maintain log of event specific details.
• Develop and maintain comprehensive criteria for event requests, approval process, and staffing support.
• Develop and maintain yearly SFTV event calendar; ensuring alignment with broader university programming and blackout dates. Forecast conflicts and determine required planning for events across both campuses.
• Hire, organize, and supervise internal and external staff ensuring adequate and effective event staffing.
• Identify appropriate, user-friendly platforms for virtual and live events. Responsible for implementing best practices for virtual and live events.
• In collaboration with SFTV's in-house production team (including theater / projection team, grip / electric, camera, and post-production departments), oversee live event production and recordings, ensuring high-quality audiovisual delivery for both in-person and virtual audiences. Partner closely with production team on lighting, sound, stage management, and set design, to deliver high-caliber events.
• Ensure all events adhere to safety protocols and meet ADA requirements. Access risk and evaluate safety measures.
• Collaborate with other SFTV Departments including, but not limited to the Dean's Office, Administration and Operations, Production Administration, Industry and Alumni Relations, Department Chairs, Faculty Services, and Student Services. Hold meetings, share resources and / or calendars as needed to ensure seamless execution of events.
• Collaborate with LMU Departments including, but not limited to, Marketing & Communications, Alumni Relations, University Advancement, and Academic Affairs to reach key target audiences.
• Coordinate resources required for event execution including Marketing & Communications, IT, facilities, LMU Conferences & Events, space reservations, set-up / breakdown and catering. Serve as a subject matter expert on related processes and procedures within centralized university departments.
• Prepare reports, executive summaries, and program wrap documents. Oversee capture mechanisms and create metrics to measure program success.
• Under the direction of the Dean, collaborate with the Director of Operations and finance department to develop and maintain budgets for individual events and programs; exercise fiscal responsibility to ensure amounts spent are within budget and reasonable relative to the purpose. Negotiate favorable rates with vendors; obtain permits, required insurance certificates, and transportation.
• Develop standard operating procedures for events including but not limited to calendars, checklists, guides, templates, and best practices. Communicate, update, and distribute resources to faculty and staff.
• Track results of all programs and events including attendance, revenue, and expenses; use data to make continuous improvements.
• Recruit, train, and supervise student workers assisting with event management and communications.
• Establish and build constructive relationships with potential partner organizations.
• Maintain knowledge of university practices, policies, and systems including but not limited to transportation, public safety, risk management, budgets, purchasing, Mazevo and Workday.
• Candidate must be able to work some weekends and evenings.
• Perform other duties as assigned.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications

Typically, a bachelor's degree or equivalent experience. A master's degree or relevant certifications are desirable. Incumbent is expected to continue upgrading knowledge, skills, and abilities and keep abreast of regulation / policy changes.

A minimum of 5 years of event development and producing experience that includes in-person and virtual events and / or experience in stage management, floor management, or similar roles in theater or other live event production.

Experience working with film, tv, and entertainment industry professionals. History of strong relationships within the entertainment industry.

Experience managing event staff of 20+ people.

Knowledge of relevant software and databases for marketing and communications.

Experience with budget development, implementation, and reconciliation.

Experience with university events a plus.

Understanding of the Los Angeles event market.

Strong relationships with event vendors.

Proven success overseeing large scale events. Must be comfortable overseeing the logistics for a variety of events which include classroom conversations, film series, and school wide industry mixers.

Experience working with key executives in publicity and distribution at studios and other entertainment related organizations. High level of professionalism and comfort working with entertainment industry executives and talent, both high profile and emerging.

Strong strategic planning skills with experience implementing goals and achieving desired outcomes.

Experience leading cross-functional teams and collaborating with a diverse range of internal and external stakeholders and initiatives.

Demonstrated knowledge in the following areas :

Basic theater and event operations including box office, seating, theater load-in / out

Knowledge of and passion for film and television history, and contemporary film and media.

The current state of filmmaking, content creation, distribution and exhibition including film licensing, and major market changes and trends, etc.

Excellent communication skills, both written and oral, evidenced by background in :

Writing program notes for digital and print.

Strong public speaking, i.e., introductory remarks and moderating conversations and Q&As.

Excellent interpersonal and leadership skills.

Knowledge of marketing, communications, and social media along with relevant software in these areas.

Proficient with Zoom and other webinar and online meeting platforms; comfortable learning new virtual platforms.

Excellent planning, organizational, time management and leadership skills.

Ability to multi-task ongoing and overlapping programs and events at different stages, from conception through wrap.

Ability to prioritize tasks and work well in high pressure, time sensitive situations.

Excellent collaboration and communication skills.

Always demonstrate discretion and confidentiality.

Comfortable brainstorming and producing programs with input from multiple stakeholders.

Ability to work a flexible schedule including evenings and weekends. Ability to work in-person on the LMU campus. Demonstrated computer competency.

The above statements are intended to describe the general nature and level