Responsibilities
- Lead the annual planning cycle for a portfolio of events, turning executive strategy into executable plans with clear timelines and resource needs.
- Create unified roadmaps that align event scope, financial limits, and team capacity across festivals, concerts, and brand experiences.
- Design planning structures, schedules, and operational models used by event teams to guide execution.
- Convert high-level event strategies into detailed operational blueprints, including scope, timelines, staffing, and resource plans.
- Maintain master event schedules, critical path timelines, and run-of-show frameworks used by all delivery teams.
- Define operational needs for venues, logistics, production, staffing, and vendors, ensuring timely sequencing and resourcing.
- Develop capacity and resource plans across multiple events, identifying potential conflicts or shortfalls in advance.
- Set operational readiness checkpoints and approval stages to ensure events progress only when planning is complete.
- Coordinate contingency and scenario planning, including peak-period resourcing, fallback options, and escalation procedures.
- Standardize planning tools, templates, and checklists to ensure consistency and repeatability across all events.
- Monitor operational plans against actual delivery, document variances, and apply lessons learned to future cycles.
- Manage the consolidated event budget process, aligning with leadership to set financial goals and allocate resources.
- Track spending across events, enforce cost controls, and protect return on investment while maintaining quality standards.
- Review and challenge individual event budgets, forecasts, and financial reconciliations from event teams.
- Establish a reporting system for the events function, including dashboards, KPIs, and post-event performance summaries.
- Provide regular, accurate updates to senior leadership on planning progress, financial status, risks, and outcomes.
- Use data insights to evaluate event performance and suggest improvements for future planning and execution.
- Align planning and reporting across marketing, finance, operations, partnerships, and production teams.
- Act as the central hub for synchronizing timelines, deliverables, and interdependencies across departments.
- Ensure stakeholder requirements are integrated into plans and reflected in performance reporting.
- Lead, coach, and develop planning and event staff, promoting a culture of accountability, excellence, and teamwork.
- Support hiring and skill development within the events team to strengthen capabilities.
- Set performance objectives and evaluate team members against agreed targets.
- Implement and maintain standard operating procedures, governance checkpoints, and approval workflows for planning and reporting.
- Identify, monitor, and escalate risks related to planning, budget, and delivery, ensuring mitigation strategies are in place.
Responsibilities
- Lead the annual and multi-event business planning cycle for the events portfolio, translating the Executive Director’s strategy into actionable plans, timelines, and resource requirements.
- Build integrated event roadmaps that align scope, budget, and capacity across festivals, concerts, and brand activations.
- Develop planning frameworks, calendars, and operating models that the wider events team executes against.
- Translate event strategy and business plans into detailed operational plans, covering scope, timelines, milestones, staffing, and resource allocation for each event.
- Develop and maintain master event schedules, critical-path timelines, and run-of-show frameworks that all delivery teams work against.
- Define operational requirements across venue, logistics, production, staffing, and vendor needs, and ensure these are sequenced and resourced ahead of delivery.
- Establish capacity and resource plans across the events portfolio, balancing concurrent events and flagging conflicts or shortfalls early.
- Set operational readiness checkpoints and approval gates, ensuring each event passes defined planning stages before moving to execution.
- Coordinate contingency and scenario planning, including resourcing for peak periods, fallback options, and escalation paths.
- Standardize operational planning templates, checklists, and tools so planning is consistent and repeatable across all events.
- Track operational plans against actual delivery, capturing variances and feeding lessons learned back into future planning cycles.
- Own the consolidated events budget planning process, working with the Executive Director to set financial targets and allocate resources.
- Monitor expenditure across events, enforce cost-control measures, and safeguard ROI without compromising quality.
- Review and challenge individual event budgets, forecasts, and reconciliations prepared by event teams.
- Establish and maintain the reporting framework for the events function, including dashboards, KPIs, and post-event performance reports.
- Deliver regular, accurate reporting to the Executive Director and senior stakeholders on planning status, financials, risks, and outcomes.
- Use data-driven insights to assess event performance and recommend improvements to future planning and delivery.
- Coordinate planning and reporting across marketing, finance, operations, partnerships, and production functions.
- Serve as the central point that synchronizes timelines, deliverables, and dependencies across teams.
- Ensure stakeholder requirements are captured in plans and reflected in reporting.
- Lead, mentor, and develop planning and event team members, fostering a culture of excellence, accountability, and collaboration.
- Support recruitment and capability building within the events function.
- Set clear objectives and review performance against agreed targets.
- Implement and maintain standard operating procedures, governance gates, and approval of workflows for events planning and reporting.
- Identify, track, and escalate planning, financial, and delivery risks, ensuring mitigation plans are in place.
