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Freelance Executive Producer

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.

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    Lead producer reporting directly into the Account Director and Creative Director.
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    Accountable for owning production mission critical documents inclusive of Production Timeline and Budget.
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    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.
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    Responsible for inputting and updating production assigned slides within the project's Creative Decks. Deck assignments to be dictated by the Account Director.
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    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
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    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.
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    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.
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    Provide the project’s Account team with timely and pertinent production updates.
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    Present production status and production documents inclusive of Budget, ROS and Staffing Plan on client calls in a professional and clear manner.
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    Oversee and manage all project related third party vendors with the support of the assigned Gathery Art and Production teams.
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    Fluency in all Microsoft and Apple Office platforms, particularly Keynote, Excel, Mail, Calendar, and Word
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    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)
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    Project related deliverables may include: Budget Management and Reconciliation
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    Project related deliverables may include: Management of Load in, Live Event and Load-out inclusive of generating and managing the ROS and Staffing Plan
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    1.5 hour weekly internal meeting as dictated by the Project Timeline
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    1.5 hour weekly client meeting as dictated by the Project Timeline
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    1.5 hour weekly production team meeting
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    Up to 2 hours of weekly check-ins with project’s Account Director and Creative Director
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    Weekly report delivered to project’s Account Lead
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    Attend table test as dictated by the Project Timeline
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    Attend site visits as required
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    2 Days for load-in (in-office prep and onsite)
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    1 Day for event and load-out
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    1.5 hour internal debrief
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    1.5 hour client debrief
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    (2) 1 hour in-person budget reconciliation meetings with project’s Account Director and Creative Director
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    July 6th - October 2nd: Approximately 20 hours per week / flexible in-office schedule
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    October 5th – October 27th: Approximately 30 hours per week / minimum of 3 days a week in office
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    October 28th: Load-in
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    October 29th Load-in, Event, Load-out (2 Budget Reconciliation and Project Close Meetings to be held in person)
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