Event Production Executive

Benchmark Incentive & Leisure Travels is a specialist MICE (Meetings, Incentives, Conferences, Exhibitions) and leisure‑travel company that provides end‑to‑end event & travel solutions. Known for creating bespoke travel experiences, high client satisfaction, and executed with attention to detail and innovation, our work includes corporate incentives, conferences, group travel, leisure packages, and full event production.

**Job Purpose**:
The Event Production Executive will be responsible for the detailed planning, coordination, and execution of events under the MICE portfolio. This includes managing production elements, vendors, logistics, and onsite delivery to ensure events meet or exceed client expectations, are in budget, and uphold Benchmark’s quality and brand standards.

**Key Responsibilities**:
**Pre‑Event / Planning Phase**:

- Work with Sales, Client Servicing & Creative teams to understand scope, event objectives, concept/theme, client expectations.
- Prepare detailed production plans, timelines, run‐sheets, show flow, technical specifications.
- Identify and manage vendors & suppliers (AV/audio, lighting, staging, décor, signage, catering, travel, accommodations). Negotiate rates, contracts, ensure SLAs.
- Coordinate with Creative / Design for branding, signage, décor, graphics, experiential elements.
- Secure required permits / licenses / insurance, as applicable.
- Plan logistics: transport, accommodation, shipping of materials & equipment.**Budget & Cost Control**:

- Develop and monitor production budgets. Track expenses vs estimates. Flag and manage variances.
- Seek cost efficiencies without compromising quality.**Production / Onsite Execution**:

- Oversee venue setup: staging, lighting, AV, décor, seating arrangement etc. Ensure all production technical elements are functioning.
- Manage onsite teams (vendor staff, contractors, internal crew), ensuring clarity in roles and smooth coordination.
- Conduct technical checks and rehearsals; ensure timings, cue sheets, backups for critical parts.
- Monitor event flow; troubleshoot real‑time issues. Maintain quality, safety, compliance (venue rules, safety norms).
- Coordinate with client onsite - ensure expectations are met, changes handled professionally.**Post‐Event**:

- Supervise teardown / breakdown and ensure efficient close‑out.
- Reconcile vendor invoices, liaise with finance for payments.
- Prepare post‑event report: what worked, what could be better, client feedback, lessons learned.
- Ensure all deliverables (photos, videos, data) are collected, catalogued and handed over as per client / internal requirements.**Continuous Improvement & Collaboration**:

- Maintain a vendor database; evaluate vendor performance.
- Keep up with trends, new technologies, production techniques in the MICE events space.
- Collaborate with Sales, Marketing, Creative, Operations, and Client Servicing teams to deliver cohesive events and maintain brand positioning.

**Skills & Qualifications**:

- Bachelor’s degree in Event Management, Hospitality, Production, or related field.
- 2‑5 years (or more, depending on seniority) experience in event production / operations within the MICE / events industry. Prior experience with both small‑scale and large‑scale events is preferable.
- Strong understanding of technical production: AV, lighting, staging, sound, décor etc.
- Excellent project / time management skills: ability to handle multiple events/projects concurrently with strict timelines.
- Good negotiation skills; ability to manage vendors and contracts.
- Budget management and financial acumen.
- Strong communication & interpersonal skills; able to coordinate with clients, internal teams, vendors.
- Problem solver who can stay calm under pressure and adapt to last‑minute changes.
- Attention to detail; high quality standards.
- Willingness to travel / work onsite; flexibility with work hours (events often require early mornings, nights, weekends).

**Key Performance Indicators (KPIs)**:

- On‑time delivery of events (setups, rehearsals, show start, tear down).
- Event delivery within or under budget (variance between estimated vs actual).
- Number of production issues or onsite glitches per event.
- Client satisfaction scores / feedback.
- Vendor performance (quality, timeliness, reliability).
- Number of repeat clients / referrals from events.
- Efficiency gains or cost savings in production without compromising quality.