Event Production Specialist

The Event Production Specialist plays a critical role in coordinating all aspects of internal and external events including trade shows photo shoots Pilates on Tour and company-sponsored events. The ideal candidate will work collaboratively across departments manage multiple projects simultaneously demonstrate sound judgment and maintain a proactive solutions-oriented and positive attitude. This role is responsible to take the event from its inception through to completion and must be able and willing to work with manage and support in all aspects of an event from proactive troubleshooting to building of booths and/or supporting the organizational work on the ground. In short a manager who has no trouble getting into the mix at whatever level is necessary.

Non-Pilates on Tour (Non-POT) Events

• Collaborate with relevant departments to place equipment orders based on event requirements.
• Coordinate shipping logistics to and from events with BB Shipping.
• Work with the relevant support staff to pack and prepare all event materials after alignment on goals and needs and account for event materials upon return.
• Book and manage hotel accommodation for staff and presenters.
• Liaise with and manage external service providers (e.g. contractors utilities scanning).
• Oversee venue logistics including booth setup union coordination and labor management.
• Supervise exhibition build maintenance during events and post-event teardown.

Photo Shoots (On-site and Off-site)

• Order equipment and assemble equipment as needed and/or be able to work with internal support staff to ensure equipment is assembled correctly placed and ready for use
• Work with and oversee the internal support staff with packing and shipping materials to/from shoot locations.
• Assist with on-site equipment handling for BB shoots and at events

Pilates on Tour (POT) Events

• Participate in pre-event planning with the Events Manager.
• Conduct venue walkthroughs (physical or virtual) for site readiness.
• Coordinate load-in/load-out equipment and AV setup labor and on-site movement.
• Ensure a smooth attendee experience throughout the event lifecycle.
• Manage temporary labor hiring and vendor coordination.
• Oversee post-event equipment disbursement and returns to TSA .

Onsite Logistics for All Events

• Develop and execute pre-event logistics plans.
• Supervise load-in/setup and load-out processes.
• Manage onsite labor and ensure proper assembly/disassembly of equipment AV banners and retail items.

UK Warehouse

• Prepare supplies for European events.
• Manage trade show inventory quality checks and warehouse communications.

Internal Education Marketing & HR Events

• Coordinate equipment needs for internal trainings and social events.
• Support setup and teardown including AV and staging.

Additional Responsibilities

• Evaluate and recommend improvements to event processes space allocation and operational workflows.

Required Experience & Qualifications

• 35 years of experience in logistics event production or a related field.
• Demonstrated ability to manage multiple projects under tight deadlines.
• Experience with vendor coordination freight shipping and labor management.
• Strong organizational and communication skills.
• Proficient with Microsoft Office Suite; familiarity with project management tools a plus.
• Ability to lift and move equipment (physical requirements apply).
• Valid drivers license required and proof of insurance .
• Willingness to travel domestically and internationally up to 20%.
• Weekend event work required.

Work Schedule

This position is onsite. Hours are typically 8AM to 5PM.

The Company

Balanced Body is the worlds largest designer and manufacturer of Pilates equipment as well as a provider of high-quality Pilates and other mind-body instructor training and continuing education. We currently do business in over 100 countries with world-renowned customer service and a serious commitment to environmentally-friendly business practices. If you want to work with a company with a passion for changing lives in ways small and large let us hear from you.

We offer competitive compensation and excellent benefits including:

• Medical Dental and Vision
• 401(k) Employer Match
• Life and Long-Term Disability Insurance - Employer Paid!
• Paid time off and holidays

Balanced Body is an equal opportunity employer dedicated to workforce diversity.

NO AGENCY CALLS!