Event Manager Part-Time
Position: Event Manager
Location: New York, NY
Job Type: Part-Time/Temporary
Compensation: $12,000 (March June 15, 2025)
About the Role:
The U.S. Book Show is seeking a highly organized and dynamic Event Manager to oversee critical event operations for The U.S Book Show, a one-day conference by Publishers Weekly. Under the direction of the Marketing Director, this individual will be instrumental in coordinating logistics, managing staff, and ensuring a seamless experience for attendees, staff, speakers, and vendors.
Key Responsibilities:
Speaker Coordination: Oversee speaker travel logistics for on-time arrival and departure, including car service arrangements (a secondary PW staff member will coordinate the transit logistics for each speaker and will be assigned to assist on the event day).
Audio/Visual Coordination: Serve as the primary liaison with AV teams to ensure all technical requirements are met, including working with media if access for recording it requested.
Insurances, Rules and Regulations: work with PW and venue to ensure that all insurances and supporting documentation are intact.
Catering Management: Organize food and beverage services, including receptions, snack breaks, and securing food trucks. Deliver a list of nearby restaurants and eating recommendations for lunch to be used in event marketing materials and distributed to attendees. Oversee Green Room catering and tidiness
Registration Materials: Work with operations to develop and distribute badges and registration packets. Work with Marketing and Opps to have registration, event materials and signage delivered to the venue for set up. Work with printer to ensure timely printing of materials for the show.
Sponsors: Ensure that sponsor/vendor tables and signage are in place for sponsors upon arrival.
Staffing Strategy: Identify and coordinate staffing needs for the event day, ensuring all key roles are assigned and briefed. Event staff includes:
o Manager: Oversee staff and volunteers.
o Lobby Speaker Greeter: Welcome and direct speakers upon arrival.
o Speaker Rovers (2-3): Escort speakers from the lobby to the green room and stage.
o Photographer Liaison: Coordinate with event photographers to capture key moments.
o Registration Tables (7 total): Assign 2-3 people per table to manage attendee check-in.
o Press/Speaker Relations (2): Ensure media and speakers have necessary credentials and information.
o Stage Managers (2-4): Maintain panel schedules, adjust seating, and refresh water. This role is best divided into shifts to avoid fatigue.
Post-Show Duties:
Invoice Management: Collect and submit all final invoices for payment.
Accounting Coordination: Turn in all bills and expense reports to accounting, including those for speakers.
Vendor Follow-Up: Ensure all vendors receive necessary payments and post-event acknowledgments.
Event Wrap-Up: Provide a final report summarizing key learnings and areas for improvement for future events.
Ideal Candidate:
Proven experience in event management, preferably within the publishing or conference industry.
Strong organizational and multitasking skills.
Ability to lead and coordinate teams effectively.
Excellent communication and problem-solving abilities.
Comfortable working in a fast-paced, high-energy environment.
If you are passionate about event execution and thrive in a leadership role, we would love to hear from you!
Apply Now
Location: New York, NY
Job Type: Part-Time/Temporary
Compensation: $12,000 (March June 15, 2025)
About the Role:
The U.S. Book Show is seeking a highly organized and dynamic Event Manager to oversee critical event operations for The U.S Book Show, a one-day conference by Publishers Weekly. Under the direction of the Marketing Director, this individual will be instrumental in coordinating logistics, managing staff, and ensuring a seamless experience for attendees, staff, speakers, and vendors.
Key Responsibilities:
Speaker Coordination: Oversee speaker travel logistics for on-time arrival and departure, including car service arrangements (a secondary PW staff member will coordinate the transit logistics for each speaker and will be assigned to assist on the event day).
Audio/Visual Coordination: Serve as the primary liaison with AV teams to ensure all technical requirements are met, including working with media if access for recording it requested.
Insurances, Rules and Regulations: work with PW and venue to ensure that all insurances and supporting documentation are intact.
Catering Management: Organize food and beverage services, including receptions, snack breaks, and securing food trucks. Deliver a list of nearby restaurants and eating recommendations for lunch to be used in event marketing materials and distributed to attendees. Oversee Green Room catering and tidiness
Registration Materials: Work with operations to develop and distribute badges and registration packets. Work with Marketing and Opps to have registration, event materials and signage delivered to the venue for set up. Work with printer to ensure timely printing of materials for the show.
Sponsors: Ensure that sponsor/vendor tables and signage are in place for sponsors upon arrival.
Staffing Strategy: Identify and coordinate staffing needs for the event day, ensuring all key roles are assigned and briefed. Event staff includes:
o Manager: Oversee staff and volunteers.
o Lobby Speaker Greeter: Welcome and direct speakers upon arrival.
o Speaker Rovers (2-3): Escort speakers from the lobby to the green room and stage.
o Photographer Liaison: Coordinate with event photographers to capture key moments.
o Registration Tables (7 total): Assign 2-3 people per table to manage attendee check-in.
o Press/Speaker Relations (2): Ensure media and speakers have necessary credentials and information.
o Stage Managers (2-4): Maintain panel schedules, adjust seating, and refresh water. This role is best divided into shifts to avoid fatigue.
Post-Show Duties:
Invoice Management: Collect and submit all final invoices for payment.
Accounting Coordination: Turn in all bills and expense reports to accounting, including those for speakers.
Vendor Follow-Up: Ensure all vendors receive necessary payments and post-event acknowledgments.
Event Wrap-Up: Provide a final report summarizing key learnings and areas for improvement for future events.
Ideal Candidate:
Proven experience in event management, preferably within the publishing or conference industry.
Strong organizational and multitasking skills.
Ability to lead and coordinate teams effectively.
Excellent communication and problem-solving abilities.
Comfortable working in a fast-paced, high-energy environment.
If you are passionate about event execution and thrive in a leadership role, we would love to hear from you!
Apply Now