Field Events & Roadshow Program Manager at Shelf

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Jun, 26

Salary

0.0

Posted On

30 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Operations, Program Management, Logistics, Vendor Management, Budget Management, Contract Negotiation, Run-of-Show Development, A/V Coordination, Shipping Management, Speaker Coordination, Stakeholder Management, Travel Coordination, Program Tracking, Executive Events, B2B Events, Contingency Planning

Industry

technology;Information and Internet

Description

About the Opportunity: Shelf is a fast growing agentic AI company. To support our next phase of growth, we're 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. You'll 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, there's 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 You'll 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 We're Looking For: 3–6+ 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.

Responsibilities

The manager will own the end-to-end execution of a 10-city national roadshow, encompassing venue sourcing, contracting, budget management, vendor oversight, and flawless on-site logistics for executive events.