EmployU, Inc is hiring an Event Planner to lead the planning and execution of our 15-Year Anniversary celebrations in 2027. This contract role will oversee two distinct events: a Community Celebration Event and a Formal Gala Event. You will work closely with executive leadership and key staff to ensure both events reflect organizational priorities, brand standards, and strategic goals.
What You'll Do
- Partner with executive leadership and key staff to define event vision, goals, and success metrics.
- Translate leadership priorities into cohesive event concepts and guest experiences.
- Provide strategic recommendations aligned with organizational messaging and brand.
- Lead regular planning meetings and provide progress updates.
- Develop comprehensive event plans, detailed project timelines, and planning calendars.
- Define event themes, flow, program structure, and overall guest experience.
- Ensure alignment between the community event and formal gala while maintaining distinct identities.
- Develop and manage event budgets, provide cost estimates and vendor comparisons, and track expenses.
- Identify cost-saving opportunities without compromising quality.
- Research, secure, and coordinate with venues.
- Negotiate contracts with vendors (catering, AV, décor, rentals, entertainment, photographers, etc.).
- Manage vendor timelines, logistics, and deliverables, serving as primary liaison.
- Develop run-of-show documents and event timelines.
- Coordinate layout design, guest flow, and program elements.
- Manage permits, insurance requirements, and event compliance.
- Coordinate registration systems and guest tracking in collaboration with internal staff.
- Develop contingency plans and risk mitigation strategies.
- Work with leadership to identify sponsors and key stakeholders, and coordinate their benefits and recognition.
- Support VIP guest experience and special accommodations.
- Serve as lead event manager during both events, coordinating staff, volunteers, and vendors on-site.
- Troubleshoot issues in real time to ensure seamless execution and guest experience.
- Provide a comprehensive post-event report including budget reconciliation, attendance metrics, and recommendations.
- Participate in leadership debrief meetings and coordinate vendor wrap-up and final payments.
What We're Looking For
- 3–5+ years of event planning experience.
- Experience planning both community-based events and formal gala-style events.
- Proven ability to collaborate effectively with executive leadership and cross-functional teams.
- Strong vendor negotiation and contract management experience.
- Demonstrated success managing budgets and timelines.
- Excellent organizational and communication skills.
- Ability to remain calm and solutions-focused under pressure.
- Must provide own equipment and transportation.
Nice to Have
- Nonprofit, corporate, or large-scale events experience.
Team & Environment
You will work in close collaboration with executive leadership and key staff.
Work Mode
This is a hybrid role with work primarily local.
EmployU, Inc is an equal opportunity employer.
