Event Project Manager

White Label Live is looking for an experienced Event Project Manager - come join the team

Event Project Manager

About Us

White Label Live (WLL) is a global brand experience agency creating human-centred live events and virtual experiences that exceed client expectations. Working with industry-leading brands, we combine creativity, meticulous execution, and audience-focused design to deliver seamless, high-impact events from concept to digital, hybrid, and large-scale activations. By understanding audience needs and motivations, we design cutting-edge experiences that engage, inspire, and deliver results, while fostering a culture of growth, collaboration, and accountability.

Our values guide everything we do: putting people first, striving for execution excellence, attracting top talent, working with agility, and taking ownership.

Summary of Role

We are looking for an experienced Event Project Manager to lead diverse projects for global brands across live events and creative campaigns. You will manage client relationships, coordinate project teams, oversee budgets and suppliers, and ensure seamless delivery of high-quality experiences, from IRL events and brand exhibitions to digital immersive environments. This role requires a proactive problem-solver who can efficiently translate live briefs into actionable projects, balancing multiple stakeholders and priorities, with the support of a collaborative, high-performing team.

Key Responsibilities

Project Lifecycle Management

• Transform creative concepts and client briefs into detailed, actionable project plans, including clearly defined milestones, deliverables, budgets, and resource allocation.
• Lead and coordinate project teams, ensuring alignment, effective collaboration, and smooth workflow throughout all stages of delivery.
• Manage supplier relationships and oversee technical and creative briefs to ensure high-quality outputs.
• Oversee all event logistics, including venue selection, catering, audiovisual setup, transportation, and security.
• Drive end-to-end project delivery, ensuring client objectives are achieved on time, within scope, and on budget.
• Maintain and update key project documentation, including budgets, timelines, status trackers, logistics trackers and production schedules.
• Conduct internal and external debriefs, capturing lessons learned and feedback to inform continuous improvement, and manage budget reconciliation.

Client Management

• Serve as the primary client contact throughout the lifecycle of projects, offering strategic guidance and expert advice on creative concepts, event logistics, and overall delivery.
• Translate client objectives and briefs into actionable project plans, ensuring their vision is accurately realised across all touchpoints.
• Communicate proactively and transparently throughout planning and delivery, providing regular updates, managing expectations, and addressing concerns promptly.
• Build and nurture strong client relationships by understanding their brand, objectives, and audience, anticipating needs, and delivering tailored solutions that exceed expectations.
• Collaborate closely with clients to review creative proposals, make informed recommendations, and ensure alignment between creative vision and practical execution.
• Act as a trusted advisor, balancing client priorities with operational feasibility, ensuring projects are delivered on time, within budget, and to the highest standard.
• Capture client feedback and insights post-project to inform continuous improvement and strengthen future collaborations.

Team Management

• Assign tasks, delegate responsibilities, and track performance across project teams, ensuring accountability and high-quality output.
• Run a regular schedule of production and team meetings to maintain alignment, momentum, and adherence to project plans.
• Support the development and growth of team members through coaching, mentoring, and feedback, fostering a collaborative and high-performing environment.
• Facilitate cross-functional collaboration and communication to ensure all teams are aligned on objectives, priorities, and deadlines.
• Anticipate and address resourcing challenges, adjusting team structures or support as needed to meet project demands.

Budget Management

• Create detailed budget forecasts and breakdowns to guide project planning and resource allocation.
• Plan, track, and reconcile project budgets using Procim.
• Create clear budget reporting structures to monitor project expenses and time allocations to ensure projects remain on budget.
• Manage third-party costs and payments, including freelance talent, overseeing the reconciliation and approval process.

Document and Process Management

• Draft and maintain key project documentation, including budgets, SOWs, event plans, project plans, creative decks, meeting minutes, and debriefs.
• Ensure team compliance with processes and maintain documentation accuracy and currency.
• Identify opportunities to improve project processes and documentation, including leveraging AI tools and workflow enhancements.

Required Experience

• Significant experience (8+ years) in project management in live events or within creative/brand experience agencies.
• Experience leading and contributing to client pitches, from concept development to final presentation, including coordinating teams, preparing budgets, timelines, visuals, and materials, and confidently presenting and adapting ideas to meet client needs.
• Proven track record managing multiple projects of varying sizes simultaneously, delivering high-quality results, with experience coordinating across international teams and time zones.
• Confident in driving effective solutions and influencing a wide range of stakeholders, including clients, internal teams, freelancers, and suppliers by taking live briefs and translating them into actionable, well-structured projects, with clear communication of complex concepts at every stage.
• Up-to-date knowledge of industry trends, best practices, and emerging technologies in live, virtual, and hybrid events.
• Strong working knowledge of project management tools, including Procim, and the ability to effectively use Google Suite to manage projects, track progress, and collaborate with teams.

Package

• Annual salary: £45,000 - £55,000
• Hybrid working: 3 days per week in the office (Hackney), 2 days WFH
• 25 days of annual leave, plus bank holidays, plus a day off on your birthday
• Salary sacrifice pension with flexible contributions
• Workplace childcare salary sacrifice scheme.
• Access to a financial management portal, including free access to experts such as mortgage advisors