The Gathery is seeking a Freelance Executive Producer to lead the production of a large-scale, high-profile event from pre-production through onsite execution and post event closeout. This role is intended for a senior producer who can confidently own the full production process, manage production timelines and budgets, oversee key vendor relationships, and lead the operational details required to bring a complex event to life.
The ideal candidate has a deep experience producing premium live events and is comfortable overseeing third-party vendors across fabrication, print and promo, AV, venue, florals, catering, staffing, talent, and decor rentals. This person should be highly organized, solutions-oriented, client facing, and experienced in managing run of show, staffing plans, load-in, live event executions, load-out, and final budget reconciliation.
JOB RESPONSIBILITES
- Lead producer reporting directly into the Account Director and Creative Director.
- Accountable for owning production mission critical documents inclusive of Production Timeline and Budget.
- Attend weekly project meetings inclusive of internal and client status calls. Ensure all pertinent production documents are completed in advance of all meetings as dictated by the Account Director.
- Responsible for inputting and updating production assigned slides within the project’s Creative Decks.Deck assignments to be dictated by the Account Director.
- Manage assigned Gathery production team members inclusive of their assignments, project deliverables, vendor management and budget input meeting the deadlines provided by the Account Director and as outlined in the project Timeline.
- Manage vendor deadlines and work collaboratively with the Art team to consolidate and update the production timeline on a weekly basis. Production timeline to be reviewed in every weekly internal project meeting and approved by the Account Director.
- Manage the vendor payment schedule inclusive of:
- Submitting vendor invoices and tax documentation abiding by Gathery’s internal process and approvals
- Generating, updating and maintaining the project’s payment tracker
- Provide the project’s Account team with timely and pertinent production updates.
- Present production status and production documents inclusive of Budget, ROS and Staffing Plan on client calls in a professional and clear manner.
- Oversee and manage all project related third party vendors with the support of the assigned Gathery Art and Production teams.
- Fluency in all Microsoft and Apple Office platforms, particularly Keynote, Excel, Mail, Calendar, and Word
- Project related deliverables may include:
- Oversight and Management of Third-Party Vendors (Fabrication, Print and Promo, AVS, Venue, Florals, Catering, Staffing Production Assistants & Brand Ambassadors, Talent, and Décor Rentals)
- Budget Management and Reconciliation
- Management of Load-in, Live Event and Load-out inclusive of generating and managing the ROS and Staffing Plan
TIME COMMITMENT AND REQUIREMENTS
- 1.5 hour weekly internal meeting as dictated by the Project Timeline
- 1.5 hour weekly client meeting as dictated by the Project Timeline
- 1.5 hour weekly production team meeting
- Up to 2 hours of weekly check-ins with project’s Account Director and Creative Director
- Weekly report delivered to project’s Account Lead
Pre-Event
- Attend table test as dictated by the Project Timeline
- Attend site visits as required
Event
- 2 Days for load-in (in-office prep and onsite)
- 1 Day for event and load-out
Post-Event
- 2 1 hour in-person budget reconciliation meetings with project’s Account Director and Creative Director
*Must be willing to work a flexible schedule which may include late nights and weekends.
Schedule
- July 6 th - October 2 nd Approximately 20 hours per week / flexible in-office schedule
- October 5th – October 27 th Approximately 30 hours per week / minimum of 3 days a week in office
- October 28th Load-in
- October 29th Load-in, Event, Load-out
- October 30th – November 30th flexible hours (2 Budget Reconciliation and Project Close Meetings to be held in person)
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