Event Manager – Solutions House at Climate Week NYC - Contract - SC3234

Contract position for an Event Manager supporting Solutions House. Solutions House is an annual three-day program hosted during Climate Week NYC, showcasing practical climate solutions and exploring the cultural drivers of systemic change. Hosted at Lavan Midtown, the event features high-attendance panel discussions, roundtables, and evening gatherings. Sessions will be both recorded and live streamed, followed by a digital content rollout.

See below for more details on the position.

Please note that you will need to be a member of the Soundings Thrive community in order to be considered for this role.

Event Manager - Solutions House at Climate Week NYC - Contract

Contract position for an Event Manager supporting Solutions House. Solutions House is an annual three-day program hosted during Climate Week NYC, showcasing practical climate solutions and exploring the cultural drivers of systemic change. Hosted at Lavan Midtown, the event features high-attendance panel discussions, roundtables, and evening gatherings. Sessions will be both recorded and live streamed, followed by a digital content rollout.

Engagement Details 

Project Dates: August – October 3, 2025
Pre-event: ~8 hours/week in August, increasing to ~15–20 hours/week in September
Event Dates: September 22–24, 2025 - On-site in New York City (Lavan Midtown)
Estimated Total Hours: ~120 hours over 9 weeks

Responsibilities:  

As the Event Manager you will support:

Vendor Coordination

• Liaise with venue, AV, and catering teams to ensure smooth operations and accurate logistics.

• Support in managing timelines for equipment setup, catering orders, and tech rehearsals.

Registration & Attendee Management

• Set up and manage the event’s ticketing platform (Eventbrite or similar).

• Track registrations, waitlists, and guest communications.

On-Site Execution

• Lead on-site logistics including attendee check-in, room turnover, signage, and managing partner activations.

• Troubleshoot real-time issues to ensure a smooth experience for attendees and presenters.

• Partner & Stakeholder Support

• Act as the main liaison for sponsors, media partners, and suppliers.

• Ensure deliverables are met, and expectations are clearly communicated and managed.

Preferred Qualifications

• Based in New York City or able to be on-site all four days (Sept 21–24)

• 5+ years of event management experience, particularly with corporate or media-affiliated events

• Experience working with sponsors, particularly from entertainment or climate-focused sectors, is a plus

• Background in sustainability not required, but passion for the topic is welcome

• Comfortable operating in fast-paced, dynamic environments with evolving priorities

Fill out our opportunity form to express your interest and share availability.

Internal Events Program Manager - SC3123

Contract position to join a fast-paced team as the Internal Events Program Manager, where you will design and execute high-impact internal events that foster company culture and align with strategic business goals. This role will collaborate across departments including Revenue, Marketing, Product, and Administration, to deliver memorable and purpose-driven events.

See below for more details on the position.

Please note that you will need to be a member of the Soundings Thrive community in order to be considered for this role.

Internal Events Program Manager (Contract)

Contract position to join a fast-paced team as the Internal Events Program Manager, where you will design and execute high-impact internal events that foster company culture and align with strategic business goals. This role will collaborate across departments including Revenue, Marketing, Product, and Administration, to deliver memorable and purpose-driven events.

Engagement Details 

Project Dates: September 8, 2025 – September 1, 2026

Project Hours: Estimated 40 hours/week

Location: Remote (with up to 25% travel)

Industry: Technology (SaaS)

Responsibilities:  

As the Internal Events Program Manager you will: 

•  Lead the planning and execution of Internal Kickoffs, All Hands Meetings, QBRs,

  and Investor event activities

  • Proactively manage each event’s budget, with an eye toward high-impact, cost-

  effective opportunities and experiences; being vigilant in tracking and providing

  updates; review and reconcile all expenses

  • Act as primary POC for global stakeholders and event attendees; resolve attendee

  questions and issues

  • Serve as primary liaison with internal planning committees, many of whom have

  varying levels of event experience; diplomatically manage expectations and ideas

  while implementing their vision for dynamic, interactive sessions and activities

  • Coordinate all logistics of each event including timelines; venue management;

  room block oversight; registration management; food & beverage; room sets;

  presentations and speaker support; AV, Production, and photography; activities

  management; swag; name badges & signage; shipping; researching local venues;

  partnering with local vendors on activities and group transportation as needed

  • Proactively identify potential challenges and present solutions, thoughtfully going

  the extra mile to ensure the attendee experience is engaging and positive

  • Oversee and execute all communications to stakeholders and attendees

  • Align with marketing team to ensure consistent branding and messaging

  • Occasional travel to events for onsite support

Ideal Candidate Qualifications: 

•  6+ years best in class event experience with a B2B tech company (SaaS preferred)

  • Proven track record of working with internal stakeholders and managing cross

  functional events

  • Strong project management skills with a track record of completing projects on-

  time and on-budget, with the ability to prioritize, organize and execute multiple

  projects with competing deadlines

  • Exceptional attention to detail; effective event coordination and planning skills

  • Clear, thoughtful communicator (verbal and written) with strong listening,

  information gathering, and management skills for uncovering and defining

  deliverables, needs and outcomes, and diplomatically managing expectations

  • Efficient with budgets and resources

  • Start-up level flexibility and ability to work in a fast-paced organization; comfortable

  in an environment where change is a constant and lead times may be short

  • BA/BS or equivalent in Marketing, Communications or related degree

  • Comfortable with up to 25% travel

Fill out our opportunity form to express your interest and share availability.

Senior Project Manager – Life Sciences - SC3195

Contract position for a part-time Senior Project Manager (SPM) with an active Healthcare Meeting Compliance Certificate (HMCC) to support an ongoing life sciences account. This role is not tied to a single initiative but instead supports a variety of sporadic programs, including external medical meetings and congresses as they arise. The nature of the work is less complex than traditional SPM roles but demands a strong understanding of healthcare compliance, professional polish, and the ability to be client-facing with limited ramp-up time.

See below for more details on the position.

Senior Project Manager - Life Sciences - SC3195

Contract position for a part-time Senior Project Manager (SPM) with an active Healthcare Meeting Compliance Certificate (HMCC) to support an ongoing life sciences account. This role is not tied to a single initiative but instead supports a variety of sporadic programs, including external medical meetings and congresses as they arise. The nature of the work is less complex than traditional SPM roles but demands a strong understanding of healthcare compliance, professional polish, and the ability to be client-facing with limited ramp-up time.

Engagement Details 

Start: Mid July 2025 - December 2025 (potential to extend)

Hours: 20 Hours/week, with flexibility depending on active programs (500 Project Hours + Onsite)

Travel: Onsite attendance required for select programs; estimated 1x/month (Sept-Dec)

Responsibilities:  

As an OnSite Travel Director, you will:

• Serve as the lead point of contact for the client across multiple medical meetings and congress-related activities.

• Ensure full compliance with healthcare regulations (e.g., PhRMA, EFPIA, Sunshine Act) across planning, execution, and reconciliation phases.

• Manage meeting logistics including venue coordination, supplier communication, attendee registration, housing blocks, and transfers.

• Collaborate with medical, legal, and compliance teams to uphold HCP standards.

• Oversee documentation such as agendas, speaker summaries, and transfer-ofvalue records.

• Support budget tracking and reconciliation for each meeting in coordination with the client’s internal teams.

• Provide onsite event leadership, interfacing with stakeholders and ensuring flawless execution.

Qualifications:

• Active HMCC certification (must-have)

• 5+ years of event or project management experience, with recent work in life sciences or healthcare

• Hands-on experience supporting external medical meetings and medical congresses

• Familiarity with common compliance tools and reporting practices

• Ability to quickly onboard into new projects and work with minimal direction

• Clear communicator, skilled at managing client relationships and internal coordination

Fill out our opportunity form to express your interest and share availability.

Experience Manager - Hybrid - Chicago, IL - SC3192

Contract position for two Experience Managers to lead the strategic development, coordination, and execution of multiple exhibits and brand activations at a high-profile, global corporate convention. This is a dynamic, high-visibility role requiring strong trade show vernacular, logistical fluency, and excellent stakeholder management skills. 

This position involves collaboration with cross-functional teams, vendor partners, internal stakeholders, and subject matter experts. The Experience Manager will own all facets of assigned exhibit activations, from conceptualization to on-site execution and post-event wrap-up. Candidates must be detail-oriented and highly collaborative team players. 

See below for more details on the position.

Please note that you will need to be a member of the Soundings Thrive community in order to be considered for this role.

Experience Manager - Hybrid - Chicago, IL

Contract position for two Experience Managers to lead the strategic development, coordination, and execution of multiple exhibits and brand activations at a high-profile, global corporate convention. This is a dynamic, high-visibility role requiring strong trade show vernacular, logistical fluency, and excellent stakeholder management skills. 

This position involves collaboration with cross-functional teams, vendor partners, internal stakeholders, and subject matter experts. The Experience Manager will own all facets of assigned exhibit activations, from conceptualization to on-site execution and post-event wrap-up. Candidates must be detail-oriented and highly collaborative team players. 

Engagement Details 

Contract Dates: September 2025 – July 2026 

Estimated Hours: 1,215 hours total (see monthly breakdown below) 

Location: Hybrid – Chicago, IL (Able to work from West Loop Office when needed) 

Required Travel Dates: 

• 3-4-day trip to Las Vegas | Team Pre-site – Fall 2025  

• 3-4-day trip to Las Vegas| Team Pre-site – January 2026  

• 3-4-day trip to Las Vegas | Team Pre-site – March/April 2026  

• 15 days on-site for event | May 23rd – June 6th – Tentative; includes Memorial Day weekend 

Responsibilities:  

As the Experience Manager you will work on:

Pre-Convention: 

• Project manage and coordinate all aspects of Experience development  

• Manage regular process meetings with stakeholders including scheduling, creating agendas, recapping key next steps and holding teams accountable for action items  

• Own individual budget projections that roll into larger Convention budget. Must flag any overages immediately  

• Align all activity and deliverables against master timeline, including providing inputs to master on-site production schedule  

• Coordinate graphic, video, interactive and other creative elements with Agency partner as required, ensuring all elements adhere to brand standards 

• Work closely with client’s Infrastructure Leads (Menu, Technology, Equipment) as necessary to support exhibit development  

• Understand relevance of Experience elements as it relates to overall event, with ability to see potential conflicts and comfortably solve for  

• Detailed coordination with convention center on utility, networking, rigging and other required services for Experience activation. Includes managing vendor estimates, understanding detail diagrams and placing orders for technical element 

On-Site: 

• Coordinate load-in schedule with service contractor, prioritizing elements in order of importance  

• Ensure all utilities (networking, rigging, power, etc.) have been dropped correctly and all floor markings are accurate to support build-out  

• Oversee entirety of Experience move in and build with all vendors including general contractor, A/V, utilities, IT, etc. Will include weekend work. Load-in and on-site days can range from 8-14 hours and may run over holidays  

• Troubleshoot obstacles or timeline delays as needed with relevant vendors to ensure experiences are set up on-time  

• Conduct daily walk-throughs and stand-up meetings with Core team and general contractor to provide status updates and manage expectations, flagging any significant changes to physical infrastructure and/or budget  

• Ensure Experiences are ready for all rehearsals, Senior Leadership reviews and show opening  

• Communicate teardown and move out parameters to stakeholders prior to end of show including timeline, shipping and donation procedures  

• Oversee tear-down ensuring any elements that need to be saved and/or donated are complete before leaving show-site 

Post-Convention: 

• Reconcile all invoices and submit for payment  

• Prepare final budget reconciliation per Experience  

• Conduct debriefs with Experience Leads, vendor partners and relevant stakeholders  

• Ensure proper electronic record keeping of event files and assets for future reference 

• Provide thoughtful recommendations for future event roles and responsibilities  

• Overall project wrap-up 

Candidate Qualifications:

• Previous experience working in tradeshows and/or exhibit display development (specialty construction/fabrication) and all elements involved (graphics, AV, electrical, rigging, technology, etc.) required  

• Ability to manage complex and technical exhibit booth components (restaurant/kitchen equipment, technology equipment, etc.)  

• Strong project management and organizational skills  

• Enjoys working with high level of attention to detail in a fast-paced, highly visible environment  

• Ability to manage multiple project priorities and deadlines across multiple work streams

• Stellar customer service and client management skills  

• Must be able to demonstrate confidence and professionalism when faced with challenging situations, including managing client stakeholders as a “contractor”  

• Proficiently able to face obstacles with a solutions-oriented mindset; comfortable asking clarifying and challenging questions  

• Ability to be agile in a client facing role, including with Senior Leadership Team and other executives  

• Proactively self-motivated to take initiative and problem solve independently and in a team situation  

• Effective written and verbal communication and presentation skills  

• Comfortable working with high level of ambiguity  

• Working knowledge of Microsoft office suite of services (Outlook, PowerPoint, Excel, Word, Teams, SharePoint, One Drive, etc.) 

Preferred: 

• Experience with Fortune 500 brands or recognizable trade shows (e.g., Restaurant Association Show) 

• Background in digital/technology or marketing exhibits is a plus 

• Knowledge of the food service or restaurant industry is a bonus 

Estimated Hour Breakdown:

Fill out our opportunity form to express your interest and share availability.