Event Production Coordinator

Who We Are

Studio46 Media is a leading event and video production company known for creating immersive experiences and compelling video content for diverse companies and organizations nationwide. Our commitment to excellence in audio, video, lighting, staging, and scenic design, along with our video production expertise, makes us a reliable partner for clients at all levels. We excel in transforming spaces into engaging environments and producing video that connects.


We understand business and, most importantly, our customers’ businesses and industries. We have seen how creative video assets and world-class events can create or enhance company culture and win favor with employees, customers, and business partners.

Job Description

The Event Production Coordinator will be primarily responsible for supporting and managing production tasks and activities in the Event Production division of Studio46 Media. Expected daily activities include managing the event production calendar, handling internal communication, gathering materials/equipment for shows, supporting producers on events, creating pull sheets, coordinating crews, and performing general departmental upkeep. Event Production Coordinators are expected to play a critical part in the Event Production workflow by assisting the Operations Director of Event Production in managerial tasks as assigned on an event-by-event basis. This role requires a highly detail-oriented individual who is comfortable interfacing with clients in fast-paced, time-critical situations and has excellent troubleshooting abilities. Studio46 Event Production works as a team; the ideal candidate will ask for help when needed and eagerly seek the guidance of their peers. The Event Production Coordinator may be asked to perform other related duties as assigned. The Event Production Coordinator will report to the Operations Director of Event Production.

Key Job Responsibilities  

Production Assistance:

  • Travel Coordination
    • Booking hotels/flights
    • Location research
    • Coordinate vehicle rentals
  • Production documentation (including, but not limited to:)
    • Equipment pull sheets
    • Layout diagrams
    • Call sheets
    • Emergency contact information forms
  • Coordination with venues and other vendors
    • Adherence to company presentation standards and represent Studio46 Media to any / all parties involved with the operation of Studio46’s business
    • Working with venue and vendors to deliver necessary documentation promptly and professionally (load in/out times, rigging plots, stage plots, etc.)

Internal Communication:

  • Schedule Production Meetings
    • Create agendas
    • Maintain meeting minutes (note taking, codifying topics discussed, etc.)
    • Disseminate actionable items
  • Maintaining Production Calendar
    • Send calendar invitations
    • Cross-reference Outlook calendars with production service calendars
    • Assist Operations Director of Event Production with the creation of departmental events
    • Assist Event Producers with the creation of event-specific calendar invitations

External Communication:

  • Coordinate subcontractor labor
  • Communicate with local clientele regarding equipment rentals, small events, and general production assistance
  • Book equipment cross rentals

Inventory Knowledge:                                                                                               

  • Work with the Engineering Manager to coordinate final gear selection for shows
  • Maintain a working knowledge of equipment inventory
  • Assist with warehouse/office-related upkeep tasks as needed

Logistics and Transportation:                                 

  • Ability to operate industrial-powered forklift (training provided)
  • Availability in the office to receive shipments & packages

Health & Safety:               

  • Comply with all company policies pertaining to public health policy, vaccination, masks, etc.

General Housekeeping:                

  • Clean and maintain a safe work area 
  • Keep operating base (both in-office and on the job site, as needed) organized and presentable
  • Assist in Studio46 studio and office operations as requested

Customer Service:

  • Ensure the highest standards of service while maintaining operational efficiency and a cohesive relationship with other departments
  • Maintain a clean & professional appearance, wearing branded clothing when applicable


  • 2 years of production experience, preferably in special events, broadcast production, or similar fields
  • 1 year of warehouse experience preferred
  • Ability to lift over 50 lbs. independently
  • Required Licensing & Certifications
    • Driver's License
    • Forklift Certification (Training provided)
    • Additional Certifications may be offered or required
  • Strong communication skills with other team members, leadership team, and internal/external customers
  • Organizational skills with attention to detail and accuracy
  • Ability to multi-task while working in a fast-paced environment
  • Basic computer skills including email, Microsoft Office 365, Teams, Zoom, etc.
  • Ability to learn and use our inventory management & rental software/database system
  • Knowledge of industry standards relating to audio, video, and lighting design

Work Environment

Work is performed at event venues as well as in a warehouse environment. The working conditions will vary between moderately quiet to loud volumes; the team member must monitor their safe dB exposure and use PPE as needed. Team members will be exposed to heights via lifts and ladders. Team members may be asked to work in multiple locations. Team members must adhere to appearance guidelines as defined by Studio46. This will include all environments while working for Studio46 - warehouse environment, traveling, working events, etc. Work may be indoors or outdoors, with exposure to high/low temperatures and to dirt, sand/dust, and other inclement weather. Working times may include irregular hours and on-call status, as well as days, evenings, weekends, and holidays. 


Equal Opportunity Employer, including disabled and veterans.