US UNGA Side Event Planner – Implementor

This is a fully remote position, open to applicants in New York.

📋 Description

• Collaborate with Ubongo's leadership to shape the event concept, theme, narrative arc, and intended outcomes.

• Create a comprehensive event brief that encompasses format, audience, program, and engagement strategy.

• Provide recommendations on the best event format (panel discussion, cocktail reception, hybrid event, roundtable, etc.) and venue selections.

• Develop a stakeholder mapping and a target invitee list that aligns with Ubongo's strategic goals.

• Conduct research and propose co-hosting or co-sponsorship opportunities with UN agencies, foundations, or partner organizations.

• Identify and secure a suitable event venue in New York City, considering options such as UN-affiliated venues, foundation spaces, hotels, and cultural locations.

• Negotiate and oversee all venue contracts, catering, AV, and technical specifications.

• Coordinate all logistical aspects of the event: seating arrangements, signage, branded materials, registration, and onsite management.

• Arrange all necessary permits, insurance, and compliance requirements for events in New York City.

• Oversee travel and accommodation logistics for Ubongo representatives and VIP speakers, in collaboration with Ubongo's operations team.

• Create an engaging program agenda in close partnership with Ubongo's content and communications teams.

• Identify, engage, and confirm high-profile speakers, moderators, and panelists in line with the event theme.

• Manage speaker briefings, travel coordination, and preparation support.

• Develop speaker briefing materials and talking points that align with Ubongo's messaging.

• Collaborate with Ubongo's creative team on multimedia components (sizzle reel, impact video, live demonstrations).

• Design and execute a targeted invitation strategy to engage 200+ prospects, aiming for 80–150 attendees.

• Create and distribute digital invitations through suitable channels.

• Handle RSVPs, waitlists, and communications with attendees.

• Coordinate credentialing and access to UN-adjacent venues when necessary.

• Formulate and execute a VIP engagement plan for high-priority attendees.

• Provide comprehensive onsite event management during the event day(s).

• Oversee all vendor, staff, and volunteer coordination on the day of the event.

• Ensure flawless AV, production, and live-streaming/recording (if applicable).

• Address real-time troubleshooting and contingency measures.

• Capture high-quality photography and/or video during the event.

• Compile a post-event report that includes attendance metrics, key outcomes, media coverage, and lessons learned.

• Deliver all event photography, video footage, and multimedia assets to Ubongo.

• Assist with follow-up communications to attendees as directed by Ubongo.

• Produce a financial report at the end of the engagement, reflecting against the approved budget.

⛳️ Requirements

• At least 5 years of experience in planning and executing high-profile events in New York City.

• Proven experience with UNGA-adjacent, UN-affiliated, or events in the international development sector during UNGA High-Level Week.

• Strong existing relationships with New York event venues, vendors, and logistics providers.

• Demonstrated ability to manage multi-stakeholder events involving senior government, multilateral, and philanthropic audiences.

• Must be based in the US (or have a clear ability to operate in New York during the event period).

• Highly Desirable: Experience collaborating with African organizations, NGOs, or development sector clients in international contexts.

• Familiarity with UN credentialing processes and venue access requirements.

• Existing relationships with potential co-hosts during UNGA week, such as foundations, think tanks, or UN agencies.

• Experience producing hybrid or live-streamed events.

• Connections with relevant New York-based media and communications professionals.

🏝️ Benefits

• Ubongo is committed to being an equal opportunity employer and procurer.

• We actively encourage proposals from women-led firms, African-owned enterprises, and organizations demonstrating a commitment to diversity and inclusion.