Event Planner NYC

Event Producer & On-Site Coordinator for Immersive Beauty Brand Event We are seeking an experienced event producer to help plan and execute an immersive brand event at our client headquarters in New York. The event will celebrate a product launch & new ambassador gifting program through interactive activations, branded photo moments, product education, and a thoughtfully designed guest experience. Scope of Work Event Design & Setup * Translate the provided campaign book & event desgin into a cohesive event aesthetic and guest experience - most of the design work is completed we need you to execut on th vision * Develop a detailed setup plan for your local team * Coordinate décor and design elements, including tables, chairs, signage, floral arrangements, and branded installations * Coordinate lighting and sound, if applicable * Manage the seating chart and escort-card display, if applicable * Ensure all event spaces and activations are set according to the approved plan Event Planning & Guest Experience * Develop and manage the event run of show * Coordinate the guest journey from arrival through the conclusion of the event * Oversee activations, photo moments, education areas, and other branded experiences * Anticipate and resolve logistical or guest-experience issues * Provide on-site event management and coordination Vendor, Activation & Budget Management * Source and coordinate vendors as needed * Negotiate vendor contracts and track payments * Coordinate deliveries, installation, and pickup schedules * Ensure vendors arrive and complete setup on time * Manage vendor gratuities, if applicable * Track expenses and keep the event within the approved budget * Communicate regularly with our teams regarding timing, approvals, risks, and budget status Deliverables * Event planning and production management leading up to the September event * Detailed production timeline and planning checklist * Vendor and payment tracker * Event setup and installation plan for the local team * Final run of show * On-site management and coordination * Post-event vendor and budget reconciliation, if needed * Additional mutually agreed-upon event-related tasks Project Details * **Location:** Brooklyn, New York * **Event timing:** September 14th * **Project budget:** $6,000 fixed fee * The fixed fee includes all planning, preparation, and on-site management and coordination. * Additional hours will not be billed separately * If a hotel stay is required, accommodations may be covered separately by us with prior approval ## Ideal Candidate * Proven experience producing experiential, beauty, fashion, lifestyle, or consumer brand events * Strong vendor, budget, timeline, and contract-management skills * Highly organized and comfortable managing multiple workstreams * Confident leading on-site setup and event execution * Able to translate a creative campaign concept into a detailed production plan * Based in or able to work on-site in Brooklyn, New York ## To Apply Please include: * A brief overview of your relevant event-production experience * Examples of comparable branded or experiential events * Your availability leading up to and during the September event * Confirmation that you can work within the $6,000 fixed project fee or what your fee would need to be * Whether you are local to New York City or would require hotel accommodations