Events Production Contractor

i.c.stars•Chicago, IL

12h•$5,000 - $7,000•Hybrid

About The Position

i.c.stars is seeking a qualified independent contractor or event production firm to manage the planning, logistics, and execution of its signature events across three cities: Chicago, Milwaukee, and Kansas City. This role will handle the operational strategy, project management, vendor coordination, and on-site execution of approximately 10-12 signature events per year. i.c.stars will retain ownership of mission, messaging, donor relationships, speaker selection, and final approvals. Respondents can propose to cover all three cities or a subset, and i.c.stars may engage one or multiple contractors.

Requirements

At least three years of experience managing events from concept to execution, including multi-city or multi-event calendars.
Demonstrated experience producing fundraising galas, conferences, or corporate convenings for 100–300+ attendees.
Strong vendor management skills including sourcing, negotiation, and on-site coordination.
Experience managing event budgets and tracking expenses against revenue goals.
Excellent project management and communication skills.
Ability to work independently and manage multiple concurrent event timelines.
Comfort working with senior executives, board members, and corporate sponsors in a professional setting.

Nice To Haves

Experience producing events for nonprofit organizations or mission-driven brands.
Familiarity with event platforms including Classy, WordPress, and Salesforce.
Experience with LinkedIn Sales Navigator or similar outreach tools for VIP attendee engagement.
Existing vendor relationships in Chicago, Milwaukee, or Kansas City markets.
Experience coordinating with marketing teams on integrated event promotion.

Responsibilities

Develop a high-level event plan and timeline for each event.
Recommend cost-saving strategies and creative approaches to event production.
Manage and track registration and attendance, including CIO and VIP lists.
Create and manage a master project plan for each event.
Run planning meetings and provide status updates to the Executive Director.
Flag risks and troubleshoot issues proactively.
Source and manage vendors within budget parameters (venue, AV, catering, photography, videography).
Negotiate vendor contracts in coordination with i.c.stars.
Manage load-in, load-out, run-of-show, and on-site logistics.
Oversee insurance certificates and vendor compliance items.
Build the event agenda and run-of-show.
Support speaker management and stage flow.
Coordinate rehearsals and tech run-throughs.
Manage name badge printing, registration, check-in, and seating logistics.
Responsible for ticket sales execution and tracking.
Manage annual sponsor attendees, comp codes, registration, and follow-up.
Design guest flow and experience touchpoints.
Ensure audience growth through email communications schedule, developed in collaboration with Marketing Director.
Ensure sponsor recognition across platforms and channels.
Create event timelines for promotions.
Coordinate with designers, printers, or digital vendors.
Manage event websites (WordPress and Classy) with weekly updates including speakers, VIP attendees, and sponsors.
Lead on-site event production.
Manage registration operations.
Coordinate vendors, volunteers, and staff flow.
Troubleshoot in real time and ensure the event runs on schedule.
Oversee strike and vendor reconciliation.
Provide a post-event report including budget reconciliation, attendance data, and learnings.
Participate in a debrief meeting with the Executive Director and relevant staff.