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.

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 

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.

Bilingual Project Coordinator/Manager (French/English) - Canada Based - SC3179

Contract position as a Bilingual Coordinator (or Manager, depending on experience) will support a national registration program.

The role requires fluent French and English and strong experience managing attendee communications, data, and registration platforms. This is a remote role with potential travel in November.

See below for more details on the position.

Bilingual Project Coordinator/Manager (French/English)

Contract position as a Bilingual Coordinator (or Manager, depending on experience) will support a national registration program.

The role requires fluent French and English and strong experience managing attendee communications, data, and registration platforms. This is a remote role with potential travel in November.

Engagement Details 

Engagement Dates: June to February 2026

On-Site Dates: TBD

Location: Remote (Canada Based) + Travel within Canada in November

Hours: 450-540 Hours (25-30 Hours/Week)

Client: Meeting Planning Agency

Responsibilities:  

As the Project Coordinator/Manager, you will work on the following: 

• Manage bilingual email communications with attendees

• Proof web pages, emails, name badges, and signage for accuracy and consistency

• Pull and analyze daily registration reports from Cvent •

• Coordinate with badge printing vendors and manage data integrity

• Provide onsite registration support for Canada-based events in November

• Assist with other administrative duties as required

Qualifications:

• Fluent in both Quebecois French and English

• Minimum 1 year of administrative or event coordination experience

• Proficient in Cvent (entry to intermediate level)

• Excellent organizational and communication skills

• Strong attention to detail and customer service orientation

• Based in Canada and available for domestic travel

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

Project Manager - Remote - SC3184

Contract position to serve as the operational lead for a major event taking place in September 2025. The role includes full-cycle planning, execution, and reconciliation. This Project Manager will act as the main client contact, manage internal and supplier teams, and ensure seamless coordination of all event logistics, budget, staffing, and exhibition partner activity.

See below for more details on the position.

Project Manager

Contract position to serve as the operational lead for a major event taking place in September 2025.

The role includes full-cycle planning, execution, and reconciliation. This Project Manager will act as the main client contact, manage internal and supplier teams, and ensure seamless coordination of all event logistics, budget, staffing, and exhibition partner activity.

Engagement Details 

Engagement Dates: June to October 2025

On-Site Dates: September 8-10, 2025

Location: Remote - Travel required for onsite execution.

Hours: Project Based

Client: Meeting Planning Agency

Responsibilities:  

As the Project Manager, you will work on the following: 

• Lead all aspects of event planning from May through October 2025

• Act as the main point of contact for the client

• Manage internal team members and oversee team communication

• Lead client and internal meetings, track tasks and deliverables

• Oversee supplier contracts, deliverables, and timelines

• Build and manage event schedule and staffing assignments

• Maintain and reconcile the program budget

• Coordinate A/V and production logistics

• Oversee and support exhibition partner coordination and requirements

• Deliver post-event reconciliation and reporting

Qualifications:

• Strong project management background and expertise

• Strong leadership and multitasking capabilities

• Experience managing budgets and vendors

• Familiarity with production management and exhibition logistics

• Excellent client-facing communication and organization skills

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

Operations Coordinator - Remote/Orlando, FL - SC3162

Contract position for an experienced Operations Coordinator to support a high-impact internal meeting series. This position is ideal for a detail-oriented event operations professional with a strong background in hotel and onsite logistics, F&B program design, and stakeholder management. The role requires both strategic planning and on-the-ground execution to ensure seamless meeting experiences for a global executive audience. 

See below for more details on the position.

Event Lead

Contract position for an experienced Operations Coordinator to support a high-impact internal meeting series. This position is ideal for a detail-oriented event operations professional with a strong background in hotel and onsite logistics, F&B program design, and stakeholder management. The role requires both strategic planning and on-the-ground execution to ensure seamless meeting experiences for a global executive audience. 

Engagement Details 

Engagement Dates: September 1 to November 14, 2025 

On-Site Dates: October 31 to November 3, 2025 

Location: Remote - Travel needed for onsite dates and site visits to Orlando, FL. 

Hours: 300 Estimated Project Hours 

Client: Global Management Consulting Firm 

Responsibilities:  

As the Operations Coordinator, you will: 

• Serve as primary hotel contact for operational program elements, exclusive of accommodations Design and deliver event F&B program for global audience  

• Devise varied and nutritious menus for all meals; ensure vegan, vegetarian options; provide local & sustainable options as available  

• Allocate and confirm set requirements for program & side meeting needs using the client's Event Manager Tool  

• Attend site visits (if required) and pre-con meetings onsite pre-event  

• Work with security team to ensure appropriate coverage for meeting  

• Provide content needed for mobile app  

• Manage onsite FB and room setup changes, updates directly with hotel  

• Generate list of meeting room, FB charge backs needed (side meetings, etc)  

• Ensure efficient guest movement during meetings (lunch, breakouts, return to plenary, etc.)  

• Reconcile post meeting hotel invoicing and metrics: FAB, Room checker, session headcounts, FB headcounts, comparisons of BEOSs (incl and additional staffing charges)  

• Collaborate with Ops lead & Experience Design for signage recommendations/needs 

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

Event Lead - Remote/Orlando, FL - SC3187

Contract position available for a corporate organization. Seeking a seasoned Event Lead to project manage one of their major annual events. This position demands a detail-oriented professional with robust project management experience, excellent cross-functional collaboration skills, and a proven ability to deliver seamless event execution in high-stakes corporate settings. 

See below for more details on the position.

Event Lead

Contract position available for a corporate organization. Seeking a seasoned Event Lead to project manage one of their major annual events. This position demands a detail-oriented professional with robust project management experience, excellent cross-functional collaboration skills, and a proven ability to deliver seamless event execution in high-stakes corporate settings. 

Engagement Details 

Project Dates: End of June to End of November

On-Site Dates: October 31 - November 4th, 2025

Hours: 500 Estimated Project Hours

Location: Remote - Travel needed for onsite dates and site visits to Orlando, FL.

Responsibilities:  

As the Event Lead, you will: 

• Attend site visits/review  

• Create & manage pre-event timeline - Work with client to understand goals, ways of engaging with steerco, and align on all expectations before launching pre-planning phase  

• Ensure alignment with client/steerco on key deliverables- including those that remain with the client  

• Establish team ways of working and team engagement with client and steerco  

• Drive delivery of all key deliverables with the operations lead, digital specialists, IT/AV and relevant sub teams  

• Oversee all logistical aspects of events, including venue selection, setup, technology integration, and post-event breakdown.  

• Drive timely decisions with the client/steerco  

• Serve as thought partner for client/steerco. Manage expectations.  

• Serve as a thought partner for delivery sub-teams  

• PMO – drive decisions and escalate issues (internal/external) and lead weekly calls with client  

• Arrange and lead team meetings and provide tasks updates (Weekly)  

• Maintain detailed event budget and monitor and relay any significant budget impacts from the delivery teams  

• Identify and assess potential risks for each event, developing and implementing mitigation strategies.  

• Ensure event complies with Safety and Security standards to safeguard attendees and staff.  

• Prepare contingency plans for efficiently handling emergencies or unforeseen situations.  

• Develop, manage, and track event budgets, ensuring optimal allocation of resources to achieve event goals. 

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