Events Project Manager (Contract)
Aescape, a robotics/AI wellness-recovery company, is hiring a contract Events Project Manager (3-month sprint) in the NYC metro area to run end-to-end execution of 6–8 events — managing vendors, budgets, travel logistics, event assets, and cross-functional deliverables. Core work is event project management, budgeting, and logistics coordination.
- Compensation
- $45–$60 / hr
- Location
- NYC/Metro Area
- Work setup
- Hybrid
- Seniority
- Not specified
- Employment
- Contract
- Experience
- 3+ years
- Category
- Project management
- Posted
Must have
- 3–5 years of event project management experience (trade shows, B2B conferences, field marketing activations, or corporate events)
- End-to-end execution capability: building event timelines, negotiating vendor contracts/orders, and shipping hardware/displays
- Financial acumen: managing project budgets, purchase orders, and reconciling expenses in spreadsheets
- Exceptional organization and detail orientation: manage multi-track timelines for 6–8 overlapping events
- Strong communication skills: lead calls with third-party vendors, agency partners, and internal sales/executive stakeholders
Full description
Aescape is building a defining brand for recovery, shifting behavior from a sporadic experience into a progressive, measurable routine, unlocking compounding benefits that build lasting resilience and laying the groundwork for an entirely new category of proactive human health and performance. Aescape powers recovery across leading fitness, hospitality, and wellness environments, including Equinox, Life Time, Marriott, Hilton, Four Seasons, Pause Studios, and Remedy Place, and is backed by Valor Equity Partners, BroadLight Capital, and Mecha Ventures.
Aescape is seeking an experienced, detail-oriented Events Project Manager (Contract) to join us for a 3-month project sprint. In this role, you will own the end-to-end project management and execution of 6 to 8 events scheduled between now and the end of the year.
You will act as the central operational hub—liaising with third-party event management companies, managing event budgets and travel logistics, coordinating event assets, and ensuring all internal cross-functional deliverables (sales decks, booth materials, lead capture tools) are delivered on time and on budget.
What You’ll Do
- Vendor & Agency Management: Serve as the primary point of contact for external event production companies, trade show organizers, and venues. Coordinate booth space, electricity/AV, shipping, and technical requirements.
- Budget Management & Tracking: Manage individual event budgets and the overall Q3/Q4 event spend. Track expenses, reconcile invoices, and ensure events stay within approved financial limits.
- Travel & On-Site Logistics: Manage flight, hotel, and local transportation arrangements for attending team members. Create comprehensive travel itineraries and event playbooks for on-site staff.
- Asset & Collateral Coordination: Organize, audit, and ship event physical assets (booth displays, hardware, signage, swag, print materials). Coordinate with internal teams to ensure all digital assets (presentations, lead forms, QR codes) are ready prior to showtime.
- Internal Timeline & Deliverables Management: Build and maintain project timelines for all 6–8 events. Collaborate with key stakeholders (Sales, Marketing, Product) to meet pre-event outreach deadlines, content delivery, overall event preparation.
- Post-Event Reconciliation: Oversee pack-out and return shipping of event hardware/displays, complete budget reconciliation, and ensure lead lists are handed off to the revenue team for follow-up.
What You’ll Bring
- 3–5 Years of Event Project Management Experience: Proven track record managing trade shows, B2B conferences, field marketing activations, or corporate events.