Event Manager

Our client is a non-profit, seeking an Event Manager to help the team put on their annual conference. The ideal candidate will have 7yrs+ of experience, be able to execute an executive conference autonomously and start right away. This is an ASAP start contract through the end of October.

This is a hybrid schedule, can be flexible on days etc, their office is located in midtown Manhattan.

• Lead producer and project manager for a 2-day conference for ~300 attendees.
• Direct all on-site event requirements in partnership with the Venue lead and Marketing team, including food & beverage orders, A/V, entertainment, videographers, room set-up, entertainment, and décor.
• Manage and coordinate all event vendors and partners, including but not limited to venue staff, caterers, audio/visual providers, and security, while ensuring high-quality output and adherence to terms. Negotiate contracts with vendors and service providers.
• Partner in planning content flow and agenda timing.
• Manage speaker preparations and presentation materials.
• Provide detailed, accurate, and timely meeting specifications and room lists to vendors and meeting facility personnel.
• Coordinates audio-visual set-up needs and equipment orders for all meeting sessions.
• Collaborate with marketing team to develop onsite signage and branding plan.
• Organize logistics for onsite video testimonials.
• Creates and assembles meeting logistics information for staff.
• Schedule run-of-show and manage staff assignments.
• Manage and oversee the onsite registration process.
• Order giveaway items and coordinate the assembly of attendee gift bags.
• Work with the marketing team to coordinate and organize content for the event app.
• Maintain the budget and track expenditures; organize detailed billings for food and beverage services, audio-visual vendors, entertainment, etc.
• Create and execute shipping plan for onsite material.
• Plan for on-site meeting support, including a printer, registration set up, security, staff room, etc.
• Serve as the main point of contact for staff on the event day.
• Maintain excellent relationships with partners to generate additional and future event support.
• Troubleshoot problems and make decisions quickly under pressure.
• Write post-event reports detailing successes, challenges, and lessons learned.
• Coordinate with marketing team members on event promotion and post-event content distribution.

Skills & Qualifications

• Ideally 7+ years of professional experience in corporate event planning and production.
• Superior attention to detail.
• Strong project management skills with the ability to meet deadlines.
• Client service/hospitality mindset and orientation.
• Ability to manage and stay within a set budget.
• Experience coordinating and managing vendors.
• Excellent verbal communication and written communication skills.
• Creative problem-solving skills.
• Maintaining order and keeping calm under pressure.
• Excellent relationship management skills.
• Highly responsive and collaborative team player.
• Self-starter with an entrepreneurial mindset.

Compensation: $65/hr - $75/hr