Senior Event Planner: Onsite & Remote Events (Contract)

TeamOut (YC W22); United States; Hybrid; USD 90,000 - 150,000; Full time

Job summary

TeamOut (YC W22) is seeking a senior Event Planner to produce corporate event programs end to end, including hands-on onsite execution and remote planning. You will manage budgets, vendors, and logistics across varied formats from offsites to large conferences, travel internationally, and own the run of show from concept to delivery.

You’ll coordinate with hotel/AV teams, staff assignments, and client briefings, ensuring flawless execution and high client satisfaction in a fast-paced startup

Qualifications

• Six or more years producing corporate events including offsites, retreats, conferences or large-scale programs.
• Direct onsite production experience and ability to run events in the room under time pressure.
• Experience directing onsite teams, vendors, and AV with strong budget reconciliation skills.
• Excellent written and verbal English communication; comfortable with high-stakes stakeholder interactions.

Responsibilities

• Lead end-to-end event design, theme, concept, and flow for multiple simultaneous programs.
• Build and run live agendas, coordinate staffing, and oversee logistics and onsite execution.
• Source and manage vendors, venues, décor, rentals, and AV; manage payments and budgets.
• Run remote engagements with run-of-show ownership and client guidance on food and beverage decisions.
• Close out events with reconciliation, post-event feedback, and performance reporting.

Skills

6+ years experience

Onsite production experience

Vendor management

Budget ownership

Fluent English

Travel internationally

Remote and onsite planning

Job description

TeamOut helps companies bring people together better. We source, plan, and run corporate events: offsites and retreats, leadership summits, conferences, sales kickoffs, training programs, customer events, day events, and brand activations. Offsites and retreats are our bread and butter, and the range keeps growing.

Our clients include Netflix, Kayak, Brex, PwC, and Accenture. We've processed over $80M in event spend, and we're backed by Y Combinator and industry-leading investors.

We're not a software company that happens to sell events. Our team comes from inside this industry: hotels, venues, hospitality, production. Technology makes us faster, but expertise leads.

We're looking for a senior Event Planner who can produce corporate event programs end to end, including running them live on the ground, and who is equally comfortable planning events remotely.

That flexibility is the point. Some of your events will be full onsite productions where you own the concept, the budget, and the room on event day. Others will be remote engagements where you advise and guide the client through planning without traveling. We're looking for someone with the experience to do both well and the flexibility to move between them as the calendar demands.

This is also the more varied side of our business. Our onsite client base is broad, so the work spans company offsites and leadership retreats through to sales kickoffs, conferences, summits, customer events, training programs, day events, and brand activations. Group sizes run from intimate leadership sessions to programs of several hundred attendees. If you like the fact that no two events on your calendar look the same, this is the seat.

When you're onsite, you're the producer. You'll brief hotel and AV teams, run the pre-con with all parties, make the staffing calls, and be physically present executing. When something breaks at 6am on day two, you're the one who fixes it before the client notices.

You'll manage multiple events simultaneously, each at a different stage. Onsite volume will build as demand grows, so early on expect a mix weighted toward remote planning work with onsite programs layered in as they're booked.

What You’ll Own

• Lead event design end to end: theme, concept, and flow. You decide what the event is about and what people feel walking into general session on day one.
• Build the agenda workbook, then run it live. Very few planning jobs let you design something and then be in the room to see it land.
• Source swag, décor, and rentals to match the concept, down to the details nobody consciously notices but everybody registers
• Own the full event budget: projections, tracking, and final reconciliation. Real spending authority, not a tracker someone else approves.
• Source and manage vendors, venues, suppliers, and onsite partners; oversee vendor payments directly
• Brief hotel and AV vendors, work technically with AV, and run the pre-con with all parties
• Make the staffing call for what each event actually needs
• Oversee logistics: transportation, accommodation, rooming, onsite setup
• Own the room for the duration of the event, including the problems the client never finds out about

On remote engagements, you’re the expert in their corner

• Research, vet, and shortlist vendors, and facilitate bookings the client signs and pays for
• Own the run‑of‑show as the single source of truth for the plan
• Guide clients through food and beverage decisions and review the BEO with them
• Tell them when the plan won’t work. You’ve produced more of these than they ever will.
• Track vendor costs against the client’s budget and flag risk early
• Run the pre‑con handoff with the hotel and client before the event goes live

Across both

• Run attendee registration and build the attendee website
• Adapt your approach to the format, because a 300‑person sales kickoff, a leadership retreat, and a brand activation are not the same job
• Identify risks and build contingency plans before you need them
• Use the TeamOut platform to support successful event organization and management
• Close out cleanly: reconciliation, post‑event feedback collection, and performance reporting

We’d rather tell you what the ramp looks like than let you guess.

• First 30 days. Onboarding and shadowing. You’ll sit in on client kickoff calls, learn how a signed deal gets handed to planning, get fluent in our templates and budget model, and shadow an onsite program if one lands in the window.
• By 60 days. Owning remote engagements end to end, leading kickoff calls and pre‑cons, and deep in pre‑production on your first onsite program.
• By 90 days. Producing onsite as the lead, and we sit down for a real conversation about how it’s going on both sides.

What We’re Looking For

Required

• 6+ years producing corporate events: offsites, retreats, conferences, summits, kickoffs, or comparable large‑scale programs
• Range across formats. You’ve produced more than one type of event, not the same program repeatedly.
• Direct onsite production experience. You have personally run events in the room, not only planned them for someone else to run.
• Flexibility to work both onsite and remote engagements, and comfort switching between the two
• Experience owning an event budget end to end, including reconciliation
• Experience directing onsite teams, vendors, and AV under time pressure
• Fluent written and spoken English
• Willingness and availability to travel internationally, several times per year
• Valid passport and ability to travel to the US, Europe, and Asia

What makes someone great here

• Excellence in written and verbal communication. This is at the top of the list on purpose. You hold the room in a pre‑con with a hotel and an AV team, and you hold a senior stakeholder’s confidence over email between events. You write documents executives actually read, and you brief a vendor so precisely that nothing gets lost.
• Ownership that extends past your own inbox. The vendor who hasn’t confirmed and the client who has gone quiet are your problems, not theirs. You carry the outcome to the end including the parts nobody assigned you. “That’s not my job” isn’t a phrase we use here.
• Efficiency at volume. You can hold numerous events at different stages without quality slipping on any of them, which mostly comes down to knowing what to touch first.
• Initiative, and the persistence to finish. You move before you’re asked, and you stay on something until it’s actually resolved rather than escalating it and moving on.
• High standards you apply to yourself first. You’re not satisfied by “the client didn’t complain.”
• Exceptional organizational skills and attention to detail. At this scale the details you catch are the ones that would have become incidents.
• Strong analytical and problem‑solving skills. You own budgets, projections, and reconciliation, and onsite you solve problems in real time with incomplete information.
• A calm temperament under real pressure. Onsite, your steadiness is the product.
• Appetite for the work. You take on the unfamiliar format without being talked into it, and you’d rather solve the hard version than hand it off.
• A read on the whole business, not just your events. You understand where TeamOut is constrained and you factor that in rather than optimizing only for your own slate.
• Integrity, professionalism, and confidentiality. You’ll see client budgets, org charts, leadership plans, and announcements that aren’t public yet.
• Interest in where event technology is going, and comfort in a fast‑paced startup where the tooling and the process are still being built.
• Someone we’d want at dinner on night two. We build the thing we sell, and this team has to actually enjoy being together.

Nice to have

• Experience with 300+ attendee programs
• Conference, summit, or general‑session production experience
• Brand activation or experiential marketing background
• Multi‑country or multi‑city program experience

Where This Can Lead

• Per‑event retainer, plus onsite day rates for programs you travel to. We’ll walk you through the full structure on our first call.
• Travel and accommodation for onsite events fully covered by TeamOut
• Work remotely when you’re not onsite
• An annual team offsite in an inspiring location

TeamOut is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all contractors and applicants.

Our event planning team is growing, and we’d rather grow people than keep replacing them.

This is the senior end of our planning team, and it comes with real influence over how we produce events: the templates, the standards, and eventually how newer planners are brought up. As the team expands there may be an opportunity for this engagement to become a full‑time role. That isn’t guaranteed and depends on performance and how demand develops, but it’s a real path and people here are on it.