Event planner contractor (One-time assignment )

Note: Black Urban Growers is posting the following independent consulting contractor position on behalf of one of our affiliated partners. This is not a job posting for an independent contractor with Black Urban Growers (BUGs).

Contractor Position Available: Event Planner (This is a temporary contract position.)

Position Start Date: June 10, 2025 or until position is filled

Position duration: June - September 30, 2025 (four months)

Employment terms: The position will start in June 2025, and will end on September 30, 2025

Payment: The contractor will receive a payment range between $3,500 and $5,000 based on the contractor's availability and prior work experience. The stipend will be paid out in installments upon the consultant’s commitment to meeting the deliverables.

We are seeking a highly organized, proactive events planner to create and deliver an aesthetically pleasing and flawlessly executed small, one-time event that captures the regional authenticity of the host city.

This role will lead the planning and execution of the small, one-time event, supported by additional team members. The event planner will utilize industry-standard event planning spreadsheets and/or project management software, scalable tools, and best practices. This is a cross-functional position requiring strong project management and relationship-building skills, along with a deep understanding of how experiences shape culture.

Specific Responsibilities:

Pre-Event Planning and Management:

• Create and manage key event planning spreadsheets and software, including:
  • Event Management Planning Spreadsheets and Software: Project plan with timeline and milestones; roles and responsibilities; task assignments with staff leads and related documents
  • Prior experience with project management software i.e. Asana, Monday.com
  • Guide creative direction for the aesthetic and atmosphere of a small event, from concept development to ambiance and attendee experience.
  • Research, source, and assist in managing vendor relationships—including contracts, invoices, and purchase orders—for venues, catering, gifting, A/V, and other event needs.
  • Curate thoughtful, inclusive event layout and decor, dinner table design and setup, event programming, gifting experiences in collaboration with regional partners and caterer
  • Provide mentorship to other consultants on event planning, event in-person management and project management software

Day-of-Event Support and Execution:

• • Draft the creative vision and provide coordination and logistical support, including
  • Implementation and overseeing decor and event set-up and break-down for the cocktail hour + dinner, including decorations, table design and other items
  • Research and secure local vendors to provide a unique and local experience for dinner event, i.e., mobile bartender(s), singer/songwriter or music trio, live DJ, outdoor lighting, dinner staff people, dinnerware, and table setup
  • In-person capacity support personnel with cocktail hour and dinner
  • Compiling a list of local excursion recommendations for guests to enjoy on Saturday evening and/or Sunday morning/early afternoon.
  • Provide mentorship to other consultants on event planning, event in-person management and project management software
  • Lead and manage the event vendors on the day of the event (caterer, music etc.) to execute a flawless event
  • Serve as the lead planner from contract through post-event wrap-up
  • Manage on-site event setup, guest flow, vendor logistics, and breakdown
  • Quickly troubleshoot and resolve challenges that arise during events
  • Adapt and pivot as needed, maintaining professionalism and focus under pressure
  • Perform other duties as assigned

Additional duties:

• Attend biweekly check-in meetings with the client to discuss the work plan and status updates on deliverables.
• **Available to attend the *** in person** to lead the event execution in September in the host city.

Supervision received: Direct supervision will be provided by the manager.