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Short-Term Event Coordinator (Contract)

Programs | New York, NY | Contract

Job Description

About the Project

Reboot is an NYC-based social research and design agency dedicated to the public good. We are working with the Mayor’s Office of Data Analytics (MODA) as they embark on an exciting process to develop the City’s first-ever strategic plan for open data.

We are organizing a dynamic, two-day co-design workshop which brings together diverse participants—public servants responsible for publishing & maintaining city datasets, civic technologists, open data leadership and advocates, and frontline nonprofit staff that are using city data to solve problems in their communities— to address common challenges, surface opportunities, and prioritize key initiatives for NYC’s Open Data Program over the next 5-10 years.

This workshop, “Co-Designing the Future of NYC’s Open Data,” will take place on August 5 and 6, 2019 at 4 World Trade Center. To support these efforts, Reboot is seeking the consulting services of a Freelance Event Coordinator to manage the day-of logistics of a workshop for members of the New York City open data community.

About the Assignment

The Event Coordinator will provide on-ground logistic support for successful implementation before, during, and after the “Co-Designing the Future of NYC’s Open Data” workshop described above.

This short-term, part-time consultant will work with our team between July 22, 2019 and August 9, 2019. Over this period, we anticipate 3 to 4 days of work.

The consultant will work from New York City, NY. On-site support at 4 World Trade Center on August 5 and 6, 2019 (approximately 9h/day on both days) will be required during the workshop to ensure smooth execution and venue management.

Specific responsibilities

The freelance Event Coordinator will work in close collaboration with the Reboot project team to provide support for event implementation (and report directly to the Project Manager). Activities may vary according to project needs and may include: 

  • Providing support for venue coordination, including:
    • Conducting site walk-through and assessing and preparing additional venue needs (i.e. wifi, sound system).

    • Being the main point of contact between venue management and the Reboot project team during the term of the contract. 

    • Providing support for sub-vendor management (e.g. catering services), including:
    • Ensuring smooth catering arrangements and delivery of lunch, and snacks during workshop times, including ensuring guests’ dietary restrictions are accommodated for.

  • Coordinating on-site, day-of logistics, including:
    • Managing the participant guest list as well as check-in.

    • Coordinating workshop and printed materials for project team set up (i.e. ensuring all materials are brought to the venue and returned to the Reboot office in Brooklyn).

    • Providing ad-hoc event support for printing of additional materials, as needed.

    • Proactively responding to any logistic or on-site challenges as they emerge, to enable event execution, as planned

  • Providing photography support during the event, working with the project team to develop a “shot list” for desired images and ensuring capture and sharing.
  • Providing other, ad-hoc, general logistic support to the Reboot team during the workshop, as needed.
  • Developing a short event brief (1-2 pages) detailing a recap of the event’s logistical activities, key contacts, and suggestions for next time.

Estimated Deliverables and Timeline

Planning (July 22-August 2) ~ 1 day

  • Onboarding for pre-workshop logistics with Project Manager the week of July 22, 2019
  • Site walk-through and workshop run-though on August 2, 2019
  • Vendor confirmation(s) and site coordination

Workshop (August 5-6) ~ 2 days

  • Pre-event set-up
  • On-site logistical support
  • Photography support
  • Vendor/catering and site coordination
  • Support for Day 2 preparations and final event take-down

Follow Up (August 7-9) ~ 1 day

  • Vendor and site follow up / close-out
  • A short event report with key takeaways and recommendations, including select images to be included in the workshop memo and report

Qualifications

The following minimum qualifications are required within the team members of the Event Coordinator:

  • A minimum of three years of work experience in event production, with demonstrable experience coordinating large, multi-day events for diverse groups in NYC.
  • Strong commitment to client service, performance excellence, results, impacts, and teamwork, yet being able to work independently with guidance.
  • Demonstrated ability to collaborate with various teams/stakeholders at events.
  • Willingness and flexibility to take on unforeseen challenges.
  • Proven excellent analytical, writing, and communication skills.
  • Previous work experience with New York City government event planning and familiarity with open data is an advantage.