Planetree Manager - Event Production & Operations

Position Overview 

Position Summary

Planetree International is seeking a highly organized, detail-driven Event Production & Operations Manager to lead the logistical, technical, and production operations required to deliver the annual Planetree Global Person-Centered Care Forum—a large-scale, multi-day international conference—as well as regional forums, summits, and other events across EMEA and the Americas.

This role fully internalizes responsibilities previously managed by an external production vendor, including venue management, vendor coordination, AV and stage production, exhibitor services, onsite logistics, staff management, and attendee experience operations. The role also includes venue identification, contract negotiation, exhibitor and sponsor coordination, speaker coordination, and close collaboration with Marketing on event promotion. The Manager ensures a seamless, high-quality, and cost-efficient event experience for attendees, speakers, exhibitors, sponsors, and staff.

The ideal candidate thrives in fast-paced environments, understands end-to-end conference production, and is able to anticipate operational challenges while managing multiple complex workstreams with precision and professionalism.

Key Responsibilities

1. Venue & Event Logistics and Pre-Production

• Lead venue research, venue selection, site visits, and contract negotiations in collaboration with internal stakeholders.
• Lead hotel sourcing, selection, and contract negotiations, including room blocks, attrition terms, and attendee accommodation strategies.
• Develop and manage master production timelines, run-of-show documents, and operational checklists.
• Create and maintain event floorplans and room layouts; ensure compliance with venue, safety, and ADA requirements.
• Oversee room sets, staging, signage placement, furniture, exhibitor hall layouts, and technical requirements for general sessions and breakouts.
• Oversee food and beverage planning, catering menus, dietary accommodations, service schedules, and on-site meal functions (breakfasts, breaks, receptions, and special events).
• Manage load-in, installation, freight, shipping logistics, and onsite material movement.
• Oversee Fire Marshal approvals, venue rules, union regulations, and all safety requirements.

1. Production, AV, & Technical Oversight

• Lead AV vendor sourcing, selection, and contracting, and serve as the primary point of contact for AV partners, production vendors, rigging teams, lighting, staging, livestream, and recording providers.
• Review and approve technical specifications (audio, projection, lighting, internet, hybrid components).
• Coordinate speaker-ready rooms, stage rehearsals, cue sheets, teleprompter needs, and presentation management.
• Supervise all general session production elements, including stage builds, scenic, branding integration, and technical rehearsals.
• Troubleshoot production issues in real time and escalate as needed.

1. Speaker & Program Logistics

• Coordinate speaker selection and contracting in collaboration with internal stakeholders, and manage speaker onboarding, session logistics, room assignments, and presentation requirements.
• Manage speaker communications related to AV needs, rehearsal schedules, and accessibility accommodations.
• Maintain the production version of the program grid and ensure operational feasibility of session sequencing.

1. Exhibitor & Sponsor Operations

• Create and manage the Exhibitor Kit, including deadlines, forms, and technical requirements.
• Coordinate exhibitor booth assignments, electrical/internet needs, and special build considerations.
• Serve as onsite point of contact for exhibitors and sponsors during load-in, event days, and teardown.
• Ensure fulfillment of sponsor deliverables (signage, activations, branding, session hosting requirements).

1. Registration & Attendee Experience Operations

• Collaborate with Marketing, CRM, and Cvent teams on event promotion and attendee communications, ensuring accurate attendee data, badge printing, ticket types, CE tracking, and session access.
• Oversee onsite registration desk setup, staffing, troubleshooting, and attendee flow.
• Implement wayfinding signage, accessibility accommodations, and attendee service points.

1. Vendor & Venue Coordination

• Serve as primary operational liaison with the venue, AV/production partners, decorators, labor teams, and shipping/freight providers.
• Source, negotiate, and manage vendor contracts and quotes.
• Ensure all vendors meet deadlines, deliverables, and performance expectations.
• Coordinate labor schedules and align with venue union requirements (if applicable).

1. Staff & Volunteer Management

• Recruit, schedule, and supervise temporary event staff, student workers, and volunteers.
• Lead onsite training, daily briefings, and task assignments.
• Provide operational direction and ensure efficient room resets and attendee support.

1. Risk Management & Contingency Planning

• Develop operational contingency plans for AV failures, venue emergencies, staffing issues, and weather-related disruptions.
• Conduct site inspections and operational risk assessments.
• Ensure compliance with fire codes, safety plans, and accessibility standards.

1. Budget & Financial Oversight

• Track and reconcile production, AV, freight, décor, and labor expenses.
• Maintain operations within approved budgets and identify cost-saving opportunities.
• Coordinate with Finance on vendor invoicing, exhibitor services billing, and post-event reconciliation.
• Conduct post-event cost analysis and produce operational financial summaries.

1. Internal Collaboration & Documentation

• Partner with Marketing, Education, Certification, Sales, CRM, and leadership to ensure all program and operational needs are integrated.
• Participate in weekly Forum planning meetings; provide updates, risk assessments, and timeline projections.
• Maintain comprehensive documentation including SOPs, event operations manuals, and venue guidelines.
• Prepare post-event operational reports outlining successes, challenges, and recommendations.

Qualifications

Required

• 5 years of experience in event operations, conference services, or large-scale production management.
• Strong understanding of AV, staging, room sets, and onsite production workflows.
• Demonstrated experience managing vendors, technical partners, and labor teams.
• Strong proficiency with event management systems (Cvent required).
• Excellent project management, problem-solving, and communication skills.
• Ability to work extended hours onsite during events and lift/move materials up to 25 lbs.
• Ability to thrive under pressure and troubleshoot issues in real time.

Preferred

• Experience in union labor environments.
• Understanding of production equipment (lighting, rigging, projection).
• Experience with exhibitor and sponsor operations.
• Experience in healthcare, association, or nonprofit conferences.
• CMP, CSEP, PMP, or similar certification.
• CAD/floorplan software proficiency.

Skills & Attributes

• Demonstrated ability to manage complex, high-pressure events with competing deadlines.
• Exceptional organizational and operational planning skills.
• Strong analytical mindset and budget-conscious approach.
• Collaborative, diplomatic, and service-oriented communication style.
• High level of integrity and professionalism in representing Planetree.
• Ability to translate event vision into actionable, scalable production plans.
• Proactive, solutions-oriented mindset that anticipates challenges.

Performance Indicators

• Seamless operational execution of the annual PCC Forum and all other events with minimal disruptions.
• High satisfaction from exhibitors, sponsors, speakers, and attendees.
• On-time, on-budget production delivery.
• Effective vendor performance and adherence to deadlines.
• Strong internal alignment across Marketing, Education, Certification, CRM, and leadership.
• Clear documentation and comprehensive post-event debrief.

Diversity & Inclusion

Planetree values diversity in its work and workplace. We promote respect, inclusion, and compassion across all cultures and encourage applications from individuals of all backgrounds committed to humanizing healthcare.