Project Manager for Large Events

Job Description

Job Description

POSITION SUMMARY

Event Lab is looking for an organized, self-starter and creative problem-solver to join our team as a Project Manager for our large events. This role is responsible for securing vendors, sites and equipment, working with key supplier and partners on behalf of all Event Lab brands. This role collaborates with race directors, brand managers, and the management team to ensure critical resources are scheduled and within the established budgets. The Project Manager will negotiate venue agreements, manage equipment and service rentals, and ensure efficient operations through detailed planning, record keeping, and follow-up.

The “right fit” employee will take the time check and double check details, to make sure a race is thoroughly planned.

ESSENTIAL DUTIES AND RESPONSIBILITIES
General Management

• Identify the total number of rental days required for equipment and services across all Event Lab brands.
• Research and identify national equipment and service providers across the U.S.
• Negotiate national pricing agreements with suppliers based on annual rental needs for all brands.
• Facilitate rental applications and agreements with national partners.
• Identify markets where established accounts and partnerships are unavailable and develop alternative solutions.
• Book all equipment rentals and services as required.
• Collaborate with other planners to establish local partnerships when necessary.
• Work with cross-functional teams to evaluate markets for repeat or new events based on demographics and location.
• Partner with the management team to create efficient trailer routes, minimizing detours.
• Research and negotiate venue contracts, including costs for venue rental, parking, and concessions.
• Maintain accurate records of all account information and file fully executed contracts.
• Create a comprehensive Race Guidebook for all planned events, including contact information, delivery/pick-up schedules, and preliminary budgets.

QUALIFICATIONS
Education and Experience

• Minimum of 3-5 years of experience in city planning, event planning, project management or supplier/venue negotiations.
• Proven track record of negotiating contracts and managing partnerships at a national level.

Skills and Abilities

• Strong negotiation and relationship-building skills with suppliers and venue operators.
• Excellent organizational skills with the ability to manage multiple projects and deadlines.
• Proficiency in budget management and cost analysis.
• Ability to analyze demographic and location data to inform market decisions.
• Strong communication skills, both written and verbal, for collaboration with internal teams and external partners.
• Detail-oriented with a focus on accurate record-keeping and contract management.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Google Workspace and project management software.
• Willingness to travel as needed to meet with suppliers, venues, and event teams.

Preferred Qualifications

• Experience in event logistics or race planning.
• Knowledge of national equipment and service providers in the events industry.
• Familiarity with creating operational guides for large-scale events.

WORKING CONDITIONS

• This position requires some travel to various event locations and supplier meetings across the U.S.
• Work schedule may vary, including evenings and weekends, depending on event requirements.
• Ability to work in a fast-paced environment and adapt to changing priorities.

Company Description

Event Lab designs and manages a wide range of engaging events and experiential productions ranging from family-friendly fun runs to challenging obstacle courses and themed adventures. We deliver memorable experiences that bring communities together and deliver measurable results for our partners and sponsors.

Company Description

Event Lab designs and manages a wide range of engaging events and experiential productions ranging from family-friendly fun runs to challenging obstacle courses and themed adventures. We deliver memorable experiences that bring communities together and deliver measurable results for our partners and sponsors.