Job Description
Arc XP is seeking an Event Producer to provide end-to-end production support for its two-day Customer Advisory Board event in New York City on November 11–12, 2026, with on-site wrap-up on November 13.
This is a part-time, limited-scope, project-based independent contractor engagement focused on strategic coordination, on-the-ground venue verification, marketing operations, and full on-site execution. Venue and catering sourcing will be managed directly by Arc XP’s third-party events vendor, Naboo.
The engagement runs from August 15, 2026 through the end of November 2026, with three days of on-site support in New York City from November 11–13.
What Motivates You
- You enjoy bringing complex events to life through thoughtful planning, coordination, and hands-on execution.
- You thrive in fast-moving environments where attention to detail and strong organization are essential to a successful event.
- You enjoy creating seamless experiences for attendees, speakers, and internal stakeholders.
- You are comfortable coordinating across vendors, venues, speakers, marketing platforms, and internal teams to keep an event on track.
- You take ownership of event details from pre-event planning through on-site execution and post-event follow-up.
- You enjoy balancing event production with marketing and communications work to create a cohesive attendee experience.
How You’ll Support the Mission
- Lead day-to-day event production and coordination to ensure a seamless Customer Advisory Board experience from pre-event planning through on-site execution and wrap-up.
- Coordinate with Arc XP’s third-party events vendor to validate venue and logistics decisions, including room flow, capacity, AV, and reception requirements.
- Build and manage the detailed Run of Show, setup schedule, speaker logistics, presentation materials, AV checks, and stage timing to keep programming organized and on schedule.
- Coordinate travel and accommodation logistics for Customer Advisory Board members and speakers, and secure a hotel room block for participating Arc XP employees.
- Manage event marketing operations in HubSpot, including campaign and landing page setup, invitations, reminders, attendee communications, surveys, and post-event follow-up.
- Oversee on-site production across all three event days, including room setup, registration, badge management, programming transitions, breakout sessions, meals, reception logistics, tear-down, and vendor wrap-up.
- Partner with Arc XP stakeholders, vendors, speakers, and attendees throughout the engagement to resolve issues quickly and maintain a well-coordinated event experience.
Qualifications
The Skills and Experience You Bring
- Experience producing or coordinating in-person corporate, customer, or executive events.
- Strong project management and organizational skills, with the ability to manage timelines, logistics, vendors, speakers, and multiple concurrent priorities.
- Experience coordinating event venues, AV requirements, room configurations, travel, accommodations, and on-site event logistics.
- Experience with event marketing and attendee communications, including invitations, reminders, event information, surveys, and follow-up communications.
- Experience using HubSpot or a comparable marketing automation or event-registration platform.
- Strong written communication skills and experience developing event-related communications and email copy.
- Strong interpersonal and stakeholder-management skills, with the ability to coordinate effectively with vendors, internal teams, speakers, and attendees.
- Ability to provide on-site support in New York City for November 11–13, 2026.
- Ability to work independently within a part-time, limited-scope, project-based engagement and take ownership of deliverables through completion.
Arc XP’s mission is best served by a diverse, multi-generational workforce with varied life experiences and perspectives. All cultures and backgrounds are welcomed.
