Event Producer

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.

The Skills and Experience You Bring

Qualifications

• 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.