OkWhen

Events

• Serve as the primary liaison for a portfolio of corporate conference clients.
• Lead kickoff, define goals, scope, and success metrics, and keep everyone aligned from contract to debrief.
• Build and manage detailed project plans, timelines, and run‑of‑show for multi‑day, multi‑track conferences.
• Coordinate with client teams, internal AV / streaming teams, venues, and vendors to lock in room sets, gear, labor, and schedules.
• Translate program goals into AV/streaming and platform requirements (sessions, tracks, registration flows, event app, CEU rules, etc.).
• Lead on‑site execution for select conferences (travel required), including rehearsals, show calling / stage management support, and crisis handling.
• Oversee live streaming operations (start/stop, basic troubleshooting, comms between venue and remote support teams).
• Ensure reg/badge, event app, and CEU tracking all work together cleanly during the show.
• Coordinate sponsor deliverables (sessions, booths, signage, recordings) and ensure they’re integrated into the event plan.
• Identify and recommend upsell opportunities that genuinely improve the attendee and client experience (additional rooms, streaming, content capture, etc.).
• Run post‑event debriefs, reconcile budgets, and capture wins / lessons for the next year’s event.
• Help refine internal playbooks and templates so every show gets easier and better.

Corporate Events Planner

Director

• Architect standard premium show packages: stage, LED, cameras, jib, and scenic options that can be reused across clients.
• Collaborate with founder and Director of Production to define technical standards, gear lists, and labor models for these packages.
• Help identify and design the first 3 to 5 “founding shows” to build our high-end portfolio.
• Translate client goals into stage looks, LED wall configurations, camera and jib positions, and overall show flow.
• Create CAD drawings, plots, and system diagrams for each show.
• Specify video, LED, rigging, power, and control systems that balance impact and reliability.
• Design scenic and staging that can be efficiently built in our in-house shop.
• Produce build drawings, cut lists, and material specs for fabrication.
• Work shoulder to shoulder with shop staff to prototype, refine, and standardize scenic elements.
• Scope technical and scenic needs, build gear and labor lists, and estimate costs that protect margin.
• Advance shows with venues and vendors for power, rigging, loading, and safety requirements.
• Support sales with technical input and visuals that help close premium projects.
• Serve as lead technical authority on-site for premium shows.
• Direct video, LED, scenic, rigging, and stage crews during load-in, rehearsal, and show.
• Run or support tech rehearsals and solve issues under pressure while protecting show quality.
• Create and maintain templates, checklists, and standard operating procedures for production and fabrication.
• Keep accurate documentation of show files, presets, and fabrication standards so we can replicate wins.

Corporate Events Planner

Technical Director – Production Designer, Scenic, LED, Fabrication