Field Events & Roadshow Program Manager

New York City, NY - USA

Monthly Salary: Not Disclosed

Posted on: 2 days ago

Vacancies: 1 Vacancy

Job Summary

About the Opportunity:

Shelf is a fast growing agentic AI company. To support our next phase of growth were launching a 10-city national roadshow and need a meticulous high-ownership event operator to run it end to end.

This is a contract-to-hire engagement. Youll come in take full command of a complex multi-city program and have the opportunity to prove yourself alongside a lean ambitious team. If you execute at the level we know is possible theres a clear path to a permanent role at a company on the rise.

This is not a coordinator role. We need someone who can own the program - every venue every vendor every ship date every run-of-show - and make sure 50 customers and prospects walk away impressed at every stop.

The Program:

The Shelf National Roadshow is a 10-city executive event series. Each event hosts approximately 50 customers and prospects at premier hotel venues or upscale event spaces. The format includes a welcome reception 90 minutes of content with guest speakers and a closing networking session. The program requires fully branded portable event infrastructure that ships city to city and consistent flawless execution at every stop.

What Youll Own:

Venue & Contracting

Source evaluate and contract venues across all 10 cities.
Manage RFP process site visits and contract negotiations (F&B minimums A/V attrition cancellation terms).
Own all venue relationships and serve as primary point of contact city to city.

Budget & Vendor Management

Build and manage a master program budget across all 10 events.
Track actuals vs. budget in real time; manage POs deposits and invoice approvals.
Source and manage all vendors: A/V catering shipping/freight swag speakers.

Event Logistics & Execution

Build and own the master run-of-show for each city.
Manage all A/V requirements sound checks and production logistics.
Oversee F&B planning BEO review and on-site catering coordination.
Lead check-in operations name badge production and day-of attendee flow.
Execute setup run-of-show and full breakdown at each event.

Branding & Shipping

Manage all portable branded assets: banners signage tablecloths event materials.
Build and execute a city-to-city shipping calendar with delivery confirmations.
Maintain an inventory checklist and manage asset wear damage and replacement.

Gifts & Swag

Source and manage swag production for 500 units with appropriate lead times.
Coordinate per-city fulfillment and distribution logistics.
Manage VIP or tiered gifting as applicable.

Speaker Coordination

Confirm contract and brief external guest speakers for each city.
Manage speaker travel slide submissions and day-of preparation.
Own contingency planning if a speaker cancels.

Staffing & Team Coordination

Coordinate internal Shelf team travel hotel and event-day roles across all cities.
Produce staff briefing documents and lead pre-event team calls.

Program Tracking & Reporting

Maintain a master program tracker across all 10 cities: venue status contracts headcount shipping budget actuals.
Lead weekly internal syncs and provide status updates to leadership.
Conduct post-event debriefs and apply learnings city to city.

What Were Looking For:

36 years of event operations or field marketing experience ideally managing multi-city or roadshow programs.
Proven ability to manage complex logistics across multiple simultaneous work streams without things falling through the cracks.
Experience contracting and managing venues A/V vendors catering and freight logistics.
Extremely organized you live in trackers checklists and calendars and you keep everyone else on track too.
Strong communicator with the ability to manage vendor and internal stakeholder relationships simultaneously.
Comfortable with ambiguity and able to make good decisions independently in fast-moving situations.
Willingness to travel for on-site execution across multiple cities.
Experience with executive-level or B2B events strongly preferred.
Familiarity with event registration platforms (Splash Cvent Eventbrite) a plus.

Required Experience:

Manager

About the Opportunity:Shelf is a fast growing agentic AI company. To support our next phase of growth were launching a 10-city national roadshow and need a meticulous high-ownership event operator to run it end to end.This is a contract-to-hire engagement. Youll come in take full command of a comple...