Event Director (Contractor)

Responsibilities

• Serve as lead event planner for Palm Springs Life Fashion Week and Palm Springs Food & Wine.
• Oversee event production, planning, organization, site management, and staffing coordination.
• Collaborate with internal teams, event partners, venues, vendors, and stakeholders to ensure successful event execution.
• Develop and manage event budgets, expense tracking, invoice processing, and financial reconciliation.
• Negotiate and manage talent, vendors, and event partners.
• Manage event websites, registration systems, and ticketing platforms.
• Sources vendors, obtains and negotiates quotes, oversees production schedules, and tracks deliverables.
• Cover all event production elements, including:
• Run of show development
• Venue logistics and site management
• LAYOUT AND FLOOR PLAN DEVELOPMENT
• Rentals and décor
• Catering coordination
• Staffing and volunteer coordination
• Audio/visual production
• Staging and stage management
• Print production
• Digital and social media asset coordination
• Lead internal planning meetings and coordinate communications among stakeholders.
• Prepare event documentation, including contracts, schedules, production timelines, run-of-show documents, talent agreements, releases, and call sheets.
• Oversee volunteer management and event staffing needs.
• Serve as on-site production lead during event build-out, event days, and breakdown.
• Manage project administration and maintain accurate event records.
• Supervise production coordinators, temporary event staff, volunteers, and other event personnel as needed.
• Assume responsibility for obtaining and maintaining all permits, licenses, insurance certificates, and regulatory approvals required for the successful execution of assigned events, ensuring full compliance with local municipalities, venues, public safety agencies, health departments, and other governing authorities.
• Conduct post-event evaluations, budget reconciliation, reporting, and wrap-up activities through April.
• Travel locally as needed to support event planning and execution.

Requirements

• Minimum 5–7 years of experience managing large-scale events, festivals, experiential marketing programs, or comparable live events.
• Proven ability to manage multiple projects simultaneously and meet deadlines.
• Exceptional organizational and project management skills.
• Strong verbal and written communication abilities.
• Excellent attention to detail and follow-through.
• Ability to work independently while collaborating effectively with teams and partners.
• Experience managing event budgets and financial tracking.
• Strong vendor management and negotiation skills.
• Experience with ticketing, registration, and event management platforms.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Ability to remain calm and solution-oriented in fast-paced event environments.
• Experience coordinating event staffing and volunteers.
• Availability to be on-site during event production, event days, and post-event wrap-up activities.

Qualifications

• Independent Contractor (1099)
• Part-time engagement
• Contract term: Planning phase through event execution in March and post-event wrap-up in April
• Primarily based in Palm Springs, California, with on-site presence required during key planning meetings and event dates