Event Project Manager – Special Events, DC Based (Contract)

Written By Erin Leonard Events

Department: Events & Operations

Reports to: Director of Events & Production / CEO

Location: Washington, DC-based and remote (hybrid). This role includes on-site events in the DC area, with potential for more travel (if mutually agreeable).

Status: Independent Contractor (1099)

Time Commitment: 10-20+ hours per week, dependent on workflow, in addition to on-site special events, which are often on nights, holidays, or weekends.

Start Date: Starting ASAP and continuing through June 15, 2026, with the possibility of extension.

Pay Rate: $50-60/hr, dependent on experience and ability to self-manage.

About Erin Leonard Events

Erin Leonard Events (ELE), produces high-touch, design-forward experiences that bring people together in meaningful ways. Our work spans galas, VIP events, conferences, retreats, and mission-driven gatherings for nonprofits, foundations, and cultural institutions. We are known for strong production instincts, thoughtful attention to detail, and calm leadership in complex, customer-facing environments.

Summary of Role

The Event Project Manager – Special Events is a contractor role responsible for leading the planning and execution of high-profile, guest-facing events, with a strong emphasis on galas and special events, including VIP management, production, AV coordination, vendor management, creative fabrication, venue management, and more. 

This role is ideal for someone who thrives in the details of special events while maintaining a clear, strategic view of production logistics, vendor management, and guest experience. You will serve as a key project lead from early planning through on-site execution, working closely with ELE leadership, clients, and a network of creative and technical partners.

Key Responsibilities

1. Special Event Planning, Production & Execution

  • Lead planning and execution of special events, including galas, donor events, VIP receptions, and high-touch gatherings

  • Own event logistics from concept through strike, including timelines, production schedules, and run of show development

  • Serve as a primary or senior on-site lead as assigned, managing show flow, vendors, and real-time problem-solving

  • Oversee guest experience elements, including VIP arrivals, flow, seating, and special moments

  • Ensure all event elements align with client goals, brand standards, and ELE quality expectations

2. Vendor, AV & Fabrication Partner Management

  • Source, vet, and manage vendors, with particular emphasis on:

    • Catering and bar partners

    • AV and production teams

    • Fabrication and scenic partners

    • Rentals, décor, and specialty vendors

  • Lead vendor communications, walk-throughs, load-in/load-out coordination, and on-site oversight

  • Review proposals, track scopes, and flag budget or production risks early

  • Coordinate closely with AV and production partners to ensure seamless technical execution

3. Project Management & Client Communication

  • Serve as a day-to-day project lead for assigned events, maintaining clear timelines, priorities, and deliverables

  • Lead client and internal meetings as needed, documenting decisions and next steps

  • Translate creative and strategic conversations into executable plans

  • Maintain organized project documentation, including timelines, vendor lists, production notes, and run of show updates

  • Communicate proactively with ELE leadership regarding risks, changes, or decision points

4. Pre-Event and On-Site Management

  • Oversee pre-event planning milestones, ensuring readiness across vendors, staffing, and materials

  • Manage on-site staff, vendors, and partners during event execution

  • Anticipate and resolve issues calmly and professionally in fast-paced, live environments

  • Support strike, wrap-out, and post-event follow-up as needed

What We’re Looking For

Required Experience & Skills

  • 5+ years of experience producing special events, galas, or VIP experiences

  • Strong background in event production, AV coordination, and vendor management

  • Demonstrated experience managing VIPs, donors, or senior stakeholders

  • Demonstrated experience leading client-facing projects with multiple stakeholders

  • Strong project management skills, including timelines, budgets, and cross-functional coordination

  • Proven ability to source and vet catering and specialty vendors

  • Excellent organizational and communication skills

  • Ability to work independently while collaborating closely with a small team

  • Comfortable working evenings and weekends as required for events

  • Proficiency with Google Workspace, Zoom, Slack, and project management and time-tracking tools

  • Ability to travel for events and work evenings and weekends in the Washington, DC area, with potential for beyond. 

  • Based in the Washington, DC area

Working Relationship

  • This is a contract role with the opportunity to scale up.

  • Applicants must be authorized to work in the United States and reside within the U.S.

Application Process

Submit a resume and a brief cover letter. 

Complete our application here.

Erin Leonard Events is an Equal Opportunity Employer. We value diversity and encourage individuals from underrepresented backgrounds to apply.

Erin Leonard Events
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