Head of Event Production

Head of Event Production

Location: Austin, TX (Hybrid)

Status: Full-Time

Compensation: 75,000–100,000 base salary + bonus opportunity

Reports To: Founder / CEO

About Swift Fit EventsSwift Fit Events is an Austin-based event production and experiential agency that designs and executes high-impact corporate programs, brand activations, incentive experiences, and signature community events across Texas and beyond. We produce everything from intimate executive offsites to large-scale conferences and brand activations, with a portfolio spanning major brands, event agencies, corporate clients, DMCs, and community programming.

What sets us apart is our wellness lens. Where appropriate, we integrate curated movement, expert-led programming, and connection-driven experiences into events that go beyond the standard corporate format, giving our clients a differentiator that their attendees remember.

We're in an active growth phase, expanding our business through client relationships, agency partnerships, and hotel partnerships, building our footprint across new markets, and increasing the scale and complexity of the programs we produce. This is not a department maintenance role. It's a build role, and the person who fills it will have a direct hand in shaping what Swift Fit becomes.

About the RoleThe Head of Event Production is a senior leadership role responsible for overseeing the full event production lifecycle at Swift Fit Events, from pre-production planning and vendor management to on-site execution and post-event reconciliation. This person sets the standard for operational excellence, creative problem-solving, and exceptional client experiences.

We're looking for a seasoned event professional who has successfully produced everything from intimate, high-touch executive gatherings to large-scale, multi-day events. The ideal candidate understands how to balance production quality, profitability, and client satisfaction while confidently leading teams, managing vendors, and navigating complex logistics.

Beyond execution, this person is a proactive, creative thinker who sees the bigger picture, anticipates challenges, and consistently finds ways to elevate the client experience beyond the original brief. They thrive under pressure, make sound decisions independently, and solve problems in real time without compromising the guest experience.

As a member of the leadership team, the Head of Event Production will help shape how we scope, price, and deliver programs, working closely with Sales, Marketing, and Channel Partnerships to support company growth. This role reports directly to the CEO.

This is a hybrid, Austin-based position requiring regular presence at Swift HQ, on-site event leadership, occasional travel throughout Texas, and flexibility for early mornings, evenings, and weekends.

Key Responsibilities

Production Leadership & ExecutionOwn end-to-end production across all agency accounts, leading flagship events while building scalable operations, quality standards, and a production team to support growth.Build and maintain detailed production plans covering staffing, logistics, timelines, transportation, equipment, and vendor deliverables.Serve as the primary on-site production lead, managing crews, contractors, and vendors through load-in, run-of-show, and strike.Develop run-of-show documents, site diagrams, and production documentation for each program.Troubleshoot event-day challenges calmly, decisively, and with a solutions-first mindset.Ensure all activations and event environments reflect Swift Fit's brand standards and client expectations.Manage diverse event formats, including corporate programs, hybrid events, destination incentive trips, and brand activations, adapting to each program's scale and complexity.Coordinate with hotel convention services, catering, and venue teams on BEOs, group resumes, F&B timelines, room setups, AV orders, and banquet execution.Direct event design and décor by briefing vendors, reviewing proposals, and ensuring visual elements align with clients' aesthetics and brand standards.

Operational InfrastructureBuild and maintain production SOPs, checklists, templates, and workflows to ensure consistency and reduce risk.Develop and manage a freelance production bench, including recruiting, vetting, briefing, and evaluating contractors.Build strategic relationships with vendors, production companies, and creative partners to improve quality, efficiency, and reliability.Manage workback schedules, scope documents, risk registers, and communication plans, holding vendors and internal teams accountable.Communicate proactively about project status, risks, scope changes, and budget concerns, resolving or escalating issues as needed.Oversee budgets, expense approvals, reconciliation, and post-event audits, ensuring financial accountability.Track budgets from proposal through reconciliation, identifying pricing opportunities and vendor efficiencies to improve margins.Establish KPIs with Sales and clients to measure production performance, attendance, guest satisfaction, engagement, retention, and upsell opportunities. Report results in post-event recaps.Lead post-event debriefs and ensure vendor and partner invoices are reconciled and paid.Stay current on event industry trends and technologies, incorporating relevant innovations into Swift Fit's production approach.

Commercial ContributionPartner with Sales and Creative on proposals, advising on feasibility, scope, and accurate production costs for standard and innovative programs.Translate ambitious creative concepts into executable plans that balance timelines, budgets, and the guest experience.Help evolve Swift Fit's offerings by identifying opportunities to elevate experiences and invest in meaningful innovation.Identify upsell and scope expansion opportunities within existing client programs.Ensure proposals and pricing accurately reflect the cost of delivering high-quality experiences.

Team & Cross-Functional LeadershipBuild, hire, and manage Swift Fit's production team. Define staffing needs, recruit and onboard production staff and coordinators, set clear performance expectations, and lead with a mentorship mindset that encourages team growth.Coordinate closely with Sales, Marketing, and Channel Partnerships to align on program requirements and execution timelines.Serve as the internal voice of production, raising concerns early, communicating proactively, and keeping leadership informed of program status.Report on event progress and outcomes to the CEO, delivering against program objectives and providing timely post-event recaps and KPI summaries.

Ideal Qualifications

Required Qualifications7–10+ years of professional event production experience in an agency, DMC, experiential marketing, corporate events, or related environment.Proven experience producing both intimate VIP and executive events (10–50 guests) and large-scale corporate events or brand activations (500+ attendees).Strong experience managing vendors, freelance crews, production teams, and complex event logistics.Demonstrated ability to develop and manage budgets, control costs, and maintain event profitability.Expertise in run-of-show development, venue coordination, transportation, staffing, and production planning.Strong client-facing experience, including managing relationships throughout planning and on-site execution.Proficiency in project management tools (Asana, Monday.com, or similar), Microsoft Office, and Google Workspace.Ability to travel throughout Texas and work flexible hours during event periods.

Preferred QualificationsExperience with DMCs, corporate incentive programs, hotel partnerships, or group events.Background in experiential marketing, brand activations, or immersive experiences.Familiarity with hotel event operations, including BEOs, F&B coordination, AV, and convention services.Experience directing event design, décor, catering, and vendor creative execution.An established network of freelance production professionals and Austin-area vendors.Experience contributing to proposals, event scoping, and production pricing.Familiarity with Cvent, Delphi, hybrid events, or similar event platforms.Fitness, wellness, or lifestyle event experience is a plus.CMP certification is preferred but not required.

Position RequirementsBased in Austin, TX, with regular in-person presence at Swift HQ and event sites.Full-time availability, including occasional early mornings, evenings, weekends, and travel.Valid driver's license and reliable transportation.Ability to remain active on-site for extended periods and assist with production materials as needed.Flexibility during demanding event periods, with an emphasis on work-life balance during lighter production schedules.

Compensation & BenefitsBase Salary: 75,000–100,000, based on experience.Performance Bonus: Tied to event quality, profitability, and company growth.Health benefits and paid time off.Professional development opportunities.Direct collaboration with leadership and a meaningful role in shaping Swift Fit's growth.