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Expo Production Lead (Convention Management)

New York Road Runners Inc

New York Road Runners Inc

New York, NY, USA
Posted on Thursday, May 30, 2024


About NYRR
New York Road Runners (NYRR) was founded in 1958 when a small group of passionate runners vowed to bring running to the people, and has grown from a local running club into the world’s premier community running organization. NYRR’s mission is to help and inspire through running, aiming to empower people of all ages and abilities to improve their health and well-being through the power of running and fitness.
NYRR’s year-round offerings of races, community events, programs, and training resources provide hundreds of thousands of people with the motivation, know-how, and opportunities to start running and keep running for life. NYRR’s premier event, the famed TCS New York City Marathon, attracts the world’s top professional runners and committed amateurs alike, while also raising millions of dollars annually for charity and driving economic impact for New York City. NYRR is equally committed to the runners of tomorrow, passionately providing youth fitness programs that educate and inspire children in underserved communities in New York City, nationwide, and around the world.
Headquartered in New York City, NYRR is a 501(c)(3) organization. To learn more, please visit www.nyrr.org.
At New York Road Runners, we are committed to building an inclusive, diverse workplace by finding the best candidate for the job. We understand that skills come from a variety of different backgrounds. Checking off every single requirement on our job description is not necessary to apply. If you think you are a good fit and have a passion for the work we do, please submit your application. We are eager to learn about your experience and skills! You may be the right candidate for this or other open positions.
About the Department
Our Event Development and Production department develops and produces NYRR events from concept all the way through execution in alignment with NYRR’s mission. The TCS New York City Marathon, United Airlines NYC Half and the Royal Bank of Canada Brooklyn Half are just a few of the 40+ adult events and 30+ Rising New York Road Runner youth events produced by the team each year. The team is responsible for the entire event operation including physical site management, timing and scoring operations, volunteer management, hospitality and special events, safety and security, management of our warehouse and all race collateral, city and state agency relationship management, and permitting.
About the Position
This position will report to the Director, Entertainment & Expo Production, and will focus on planning and executing events within NYRR’s live entertainment portfolio. This position will be responsible for producing The TCS New York City Marathon Expo, United Airlines NYC Half Experience and the Royal Bank of Canada Brooklyn Half Pre-Party. This person will collaborate with internal stakeholders and external partners to effectively use the space at each event to produce world class experiences for the clients and attendees. In addition, for weekly races, this role will be assigned to act as an area lead and oversee set-up, operation, and breakdown on race day.
The Lead, Expo Production will help NYRR deliver best-in-class events, delivering upon the desired experience from both internal and external stakeholders.
Job Responsibilities (primary and secondary duties):
  • Manage logistics for the three NYRR marquee race expos (conventions/trade shows) , including floor plan development, vendor acquisition and management, and event execution.
  • Handle various event administrative tasks, such as tracking and reconciling the budget, creating contracts and purchase orders for vendors and venues, and developing necessary production schedules and documents.
  • Collaborate with both internal and external stakeholders to create a cohesive experience for the event guests. Work seamlessly with these stakeholders to prepare proposals, design event plans and strategies, and confirm necessary orders to execute the expo events. Schedule planning meetings and drive discussion and decisions to maintain deadlines.
  • Prepare staff plans and hire a team for installation of expos for three marquee races. Set standards for the team, ensuring effective and efficient work, as well as best-in-class customer service for attendees.
  • Monitor event quality and service, maintaining a smooth experience, and understanding when to escalate concerns if necessary.
  • As needed, support brand and partner activations surrounding marquee events, which range from large scale race festivals to smaller course entertainment zones.
  • Be a year-round team player, working weekly races, and managing on site logistics for various event areas (Start, Course, Finish, Race Day Central) including setup, operation, and breakdown.
Job Requirements:
  • Minimum of 3-5 years of event project management, especially in trade shows, conventions or similar events.
  • Experience in logistical planning of experiential events and brand activation
  • Strong understanding of indoor/outdoor event design and physical branding.
  • Working knowledge of industry best practices in staging, audio, lighting, talent management, scripting, and production coordination aspects of live entertainment events a plus.
  • Keen awareness of process and what needs to happen to efficiently manage many moving parts of equal importance
  • Ability to effectively handle multiple projects at any given time and work under tight deadlines
  • Calm, cool, collected team player able to work positively in high-stress, on-site environments
Skills and Attributes:
  • Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
  • Strong attention to detail
  • Excellent written and verbal communication skills
Other Requirements:
  • Willingness to work in an outdoor environment (nights and weekends), and to jump in and support in whatever capacity necessary at events
  • Highly organized, detail oriented, timeline focused attitude
  • Independent, organized, and driven professional, able to self-motivate and innovate
Salary: $65K
NYRR requires all employees to be vaccinated against COVID-19 unless approved for a medical or religious exemption.

New York Road Runners is an Equal Opportunity Employer