Producer (Contract) Job at AdHoc in Cambridge

Contract Start Date: September 22, 2025Contract End Date: November 7, 2025Estimated Hours: 10-15 hours weekly within our business hours of Monday-Friday 10:00am-6:00pm EST. Plus on-site day of show production hours, 12-16 hours.Event Date: Saturday, October 25, 2025Fee: $3,000.00 Flat FeeKey ResponsibilitiesEvent Pre-ProductionConduct venue site-visits as needed, take measurements, photos, videos, and advise on signage and rental needs.Assist with managing venue comms and advancing event logistics.Source, order, and manage local production elements including printed signage, custom branding, rentals (furniture, tech, etc.), and other event needs.Manage all local vendors: invoicing and payments, COIs, and scheduling load-in/load-out.Assist with staffing local production assistants and guest-facing greeters, and manage contracted staff invoicing and payments.Serve as the primary liaison between AdHoc and Chicago-based partners, ensuring clear communication with the NYC team.Support creation of production schedules and monitor the production budget.Attend weekly production meetings with internal agency team, as well as occasional meetings with Client.On-Site Execution (Day of Event)Oversee on-site load-in and setup, ensuring signage, rentals, and branding are correctly executed.Manage local vendor arrivals, staff check-in, and troubleshooting.Supervise production assistants and greeters to ensure smooth guest experience.Serve as lead on all local communications with venue and vendors throughout the event.Manage event flow and coordinate with AdHocs NYC team on timing and execution.Oversee load-out and confirm strike with vendors and venue.Execute load-out and assets disposal and shipping procedures.Post-EventManage shipping and storage for all on-site event branding elements. Assist with post-event recap and developing event wrap report.Ensure all vendors, staff, and venue is paid out.Assist with reconciling the event budget.RequirementsMust be based in Chicago and available for in-person venue visits, vendor meetings, and on-site event execution.5+ years experience in live event production, experiential, or agency settings, with proven ability to manage vendors, venues, and on-site staff.Strong skills in vendor sourcing, negotiation, and management, including contracts, COIs, and permits.Experience managing production budgets, tracking expenses, and reconciling post-event.Excellent organization and communication skills; able to serve as primary liaison between NYC-based agency team and Chicago partners.Ability to staff, train, and oversee freelance crew (production assistants, greeters, etc.).Available for weekly production meetings (remote) and fully present on October 25 event day for setup, execution, and strike.Proficiency with basic production tools (Google Suite, budget trackers, production schedules); bonus if experienced with CAD drawings, floor plans, or production management software.
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