The Event Production Associate is a cross-trained production position responsible for coordinating and supporting Blueprint Studios' Prepress, Print and Fabrication departments. The position is designed to provide flexibility and operational coverage across these production areas based on project volume, deadlines, staffing levels and business needs. The Event Production Associate will progressively develop a strong working understanding of each department's workflow and will be expected to provide coordination and hands-on production support where needed. The role is responsible for helping move projects efficiently from approved production information through prepress, printing, finishing, fabrication, quality control and final production completion. A major focus of the position is ensuring that production teams have complete and accurate information, materials and priorities; monitoring projects against deadlines; maintaining production records; identifying potential problems early; and helping ensure Blueprint Studios' standards for quality and execution are consistently maintained. This position requires flexibility, organization, attention to detail, initiative and a willingness to continuously learn different areas of production.
ESSENTIAL JOB FUNCTIONS 1.
Production Coordination Coordinate assigned production projects from production handoff through completion. Review work orders, production specifications, drawings, artwork, dimensions, quantities, materials and deadlines. Ensure required production information is complete before work begins. Maintain accurate project status, schedules and production information in Asana and/or other company production management systems. Track production deadlines and follow up with responsible departments to ensure work remains on schedule. Identify missing information, material shortages, scheduling conflicts or other potential production issues and escalate them proactively. Assist Production Management with establishing and communicating daily and weekly priorities. Support workload balancing between Prepress, Print and Fabrication. Provide accurate production status updates during department and production meetings. Coordinate rush projects and changing priorities as required by production schedules. Maintain clear and organized production documentation. 2.
PREPRESS
Review incoming production files for completeness and production readiness. Verify dimensions, quantities, artwork specifications, materials and finishing requirements. Check files for appropriate bleed, resolution, scale and other basic production requirements. Prepare or assist with preparation of production-ready artwork when required. Coordinate proofs and internal production approvals. Confirm approved files are correctly identified and released for production. Maintain organized production files and project documentation. Verify job numbers, PRINT codes and production specifications. Identify discrepancies between artwork, work orders, dimensions and specifications before production begins. Maintain reusable graphic files and production assets where applicable. Communicate corrections or missing production information to the appropriate internal personnel. Ensure revised artwork and specifications are properly versioned and distributed before production continues. 3.
PRINT PRODUCTION COORDINATION
Coordinate print production priorities, schedules and deadlines. Review print work orders to confirm files, dimensions, quantities, substrates and finishing requirements are complete. Release production-ready jobs to the Print Department. Track projects through printing, finishing, quality control and packaging. Coordinate workload and priorities with Print Department personnel. Monitor production progress and identify delays or scheduling conflicts. Confirm that appropriate materials and substrates are available for scheduled work. Coordinate required materials and consumables with appropriate department personnel. Verify completed graphics against approved specifications, dimensions, quantities and quality expectations. Coordinate corrections or reprints when production issues are identified. Maintain accurate print production records and completion status. Assist with outsourced print coordination when internal capacity or project requirements require external production. 4.
FABRICATION COORDINATION
Coordinate assigned fabrication projects with Fabrication Management and production personnel. Review fabrication work orders, drawings, dimensions, quantities, materials, finishes and deadlines before production begins. Confirm fabrication teams have current and accurate production information. Assist with maintaining fabrication schedules and priorities. Track projects through the appropriate fabrication stages, including material preparation, cutting, assembly, finishing, graphics integration and final quality control. Monitor project progress against required completion dates. Identify fabrication delays, missing materials or specification conflicts and communicate them proactively. Coordinate materials and outside services required for fabrication projects. Verify critical dimensions and production specifications before and during fabrication. Coordinate the integration of printed graphics with fabricated structures. Confirm graphic dimensions and fabricated surfaces are compatible before final production. Assist with outsourced fabrication when internal capacity or capabilities require outside production. Participate in final quality-control inspections of fabricated event elements. Assist with organization and preparation of completed fabrication projects for production completion. The Event Production Associate is not expected to function as a skilled carpenter, welder or specialized fabricator , but must progressively develop enough understanding of fabrication processes to effectively coordinate projects and identify potential production issues. 5.
QUALITY CONTROL
Quality control is a core responsibility of this position.
The Event Production Associate will:
Conduct quality checks throughout assigned production workflows. Compare completed work against approved production specifications and work orders.
Verify:
Dimensions Quantities Materials Graphics Color and print quality Placement and alignment Finish Construction appearance Overall workmanship Identify deficiencies before projects leave the production department. Coordinate corrections with the appropriate department. Document recurring production problems when appropriate. Photograph completed work when required. Confirm production completion within the company's project-management system. Maintain Blueprint Studios' standards for presentation and finished product quality. 6.
MATERIALS, PURCHASING & VENDOR COORDINATION
Request quotations from approved production vendors. Assist with sourcing materials and outside production services. Generate Purchase Orders as assigned. Track purchased materials against production requirements and deadlines. Coordinate outsourced printing and fabrication when required. Follow up with vendors regarding schedules and delivery. Maintain organized vendor and production records. Assist with maintaining appropriate levels of commonly used print and fabrication materials. Identify potential material shortages before they affect production. Maintain stock print materials, inks and related production supplies as assigned. Support inventory organization and production material control. Assist Production Management in identifying cost-effective production options without compromising quality. 7.
PROJECT CLOSEOUT & PRODUCTION RECORDS
Verify assigned production work has been completed before closing jobs. Record project completion in Asana or the applicable production-management platform. Upload completion photographs when required. Maintain organized production documentation and project records. Package and identify completed production elements appropriately. Maintain delivery receipts and production-related documentation when applicable. Assist with weekly production reporting. Ensure reusable graphics or materials are properly identified and returned to inventory when appropriate.
CROSS-TRAINING & OPERATIONAL COVERAGE A
defining requirement of the Event Production Associate position is the ability and willingness to become cross-trained across multiple production functions. The employee will be expected to progressively develop competency in: Prepress Production file review Artwork preparation Proofing Production specifications File organization Print Print-production coordination Materials and substrates Finishing requirements Production tracking Print quality control Graphic finishing Fabrication Work-order and drawing review Fabrication scheduling Material coordination Project tracking Print/fabrication integration Fabrication quality control Based on operational requirements, the employee may be assigned to different production functions or asked to provide temporary coverage within these areas. Coverage may be required due to: Production volume Project deadlines Peak production periods Employee absence Vacation coverage Department workload Staffing requirements Training Operational restructuring Business continuity needs The Event Production Associate must be comfortable moving between responsibilities and departments as production requirements change. The position is not limited to one specialized production function.
QUALIFICATIONS
Minimum Training, Education & Experience Previous experience in production coordination, print production, fabrication, event production, graphics production or a related environment preferred. Strong organizational and project-tracking skills. Strong attention to detail. Ability to manage multiple projects and changing deadlines. Ability to understand dimensions, specifications and production documentation. Strong communication and follow-through. Ability to identify problems and proactively seek solutions. Comfortable working in both administrative and active production environments. Ability and willingness to learn new production processes. Familiarity with project-management software such as Asana preferred. Basic proficiency with Adobe Creative Suite, particularly Illustrator and Photoshop, preferred. Experience with large-format graphics, event fabrication or scenic production is a plus. Key Behavioral Requirements The successful Event Production Associate must demonstrate: Flexibility — willing to move between production functions based on company needs. Accountability — takes ownership of assigned projects and follows them through completion. Urgency — understands the deadline-driven nature of the event industry. Attention to Detail — identifies inconsistencies before they become production problems. Initiative — actively identifies what needs to happen next rather than waiting to be directed at every step. Adaptability — comfortable with changing priorities and production demands. Teamwork — works effectively with different production departments. Continuous Learning — actively develops competency outside their initial area of expertise. Quality Orientation — understands that completed work must meet Blueprint Studios' standards before being released.
PHYSICAL REQUIREMENTS
The employee will regularly work in office, print, fabrication and warehouse production environments. While performing the duties of this position, the employee may be required to: Stand and walk for extended periods. Use hands and arms for production-related activities. Bend, stoop, kneel, crouch or reach. Assist with handling and movement of production materials. Lift and/or move materials consistent with company safety requirements. Work around active production environments, tools and equipment. Use appropriate personal protective equipment when required. The existing job description already establishes that this is an active production position rather than a purely administrative one, including standing, walking, bending and material handling requirements. DOC - 2024-08-12T175417.684.pdf
PDF EQUAL EMPLOYMENT OPPORTUNITY
Blueprint Studios provides equal employment opportunities to employees and applicants in accordance with applicable federal, state and local laws. Blueprint Studios expressly prohibits unlawful discrimination or workplace harassment based on protected characteristics under applicable law.
