Independent Contractor – Event Planner

Job Summary We are seeking an experienced Independent Contractor- Event Planner to take ownership of planning and executing professional events from concept through post-event wrap-up. This individual will serve as the primary driver ensuring all event planning tasks, timelines, vendors, sponsors, and logistics are moving forward efficiently and successfully. The ideal candidate is highly organized, proactive, detail-oriented, and experienced managing multi-day conferences, sponsor relationships, virtual events, and onsite event execution.

Responsibilities

Event Planning & Vendor Management

• Source and negotiate venue contracts including hotels, AV, food & beverage, transportation, receptions, dinners, and activities
• Coordinate all vendor relationships and event logistics
• Manage hotel room blocks and attendee booking links
• Coordinate event layouts including sessions, networking areas, sponsor/exhibitor tables, registration, and showcase spaces
• Oversee food & beverage planning including menus, dietary restrictions, timing, and budget management
• Coordinate special events, receptions, dinners, and off-site activities
• Ensure all furniture, equipment, and AV needs are included in vendor agreements
• Coordinate photography and videography services as needed
• Communicate all event-related expenses to the Accounting Team for budget tracking

Virtual Events & Registration

• Coordinate virtual event logistics and vendor agreements
• Update and maintain event websites
• Set up and manage registration platforms
• Track attendee registrations and reporting
• Manage attendee accommodations including dietary and accessibility requests
• Coordinate onsite registration operations during events

Sponsors & Exhibitors

• Source, negotiate, and manage sponsors and exhibitors
• Coordinate sponsor deliverables, visibility, signage, logos, and materials
• Organize exhibitor and sponsor booth/table layouts
• Serve as the primary point of contact for sponsor and exhibitor needs

Onsite Event Management

• Oversee full event setup and breakdown
• Manage event staff and onsite operations
• Ensure signage and event materials are properly displayed
• Keep sessions and activities on schedule
• Troubleshoot operational issues in real time
• Coordinate transitions between sessions and activities
• Assist with crisis management and contingency planning as needed

Post-Event Responsibilities

• Participate in internal event debrief meetings
• Provide recommendations and process improvements for future events
• Support additional special projects as assigned

Qualifications

• Previous experience planning conferences, corporate events, or large-scale professional events required
• Strong negotiation and vendor management experience
• Experience coordinating sponsors and exhibitors preferred
• Excellent organizational, communication, and project management skills
• Ability to manage multiple deadlines and priorities independently
• Must be available for onsite event support during event dates

Compensation

This is an independent contractor (1099) opportunity with compensation based on event scope, experience, and level of support provided. Compensation may include:

• Flat-rate project fees for pre-event planning
• Event-day/on-site management rates
• Sponsorship commission opportunities
• Additional compensation for sponsorship package development and strategic planning support

Typical project compensation ranges from $5,000–$12,000+ depending on scope, deliverables, and sponsorship engagement results. Application Question(s):

• How many years of event planning experience do you have?
• Do you have experience negotiating contracts with venues, hotels, or vendors?
• Are you available to provide onsite event support and travel as needed?
• Have you managed event sponsors and exhibitors before?
• Briefly describe the largest event you have independently managed.

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