Event Producer

This isn’t just a “coordinate vendors and make timelines” kind of role. This is about orchestrating high-stakes, high-visibility experiences. Our average event is "500–2,000 attendees", six-figure budgets, and clients who trust us with their most reputation-defining moments. If complexity energizes you, if a 47-tab spreadsheet feels like a puzzle instead of a panic attack, and if you secretly enjoy being told “this might be impossible” — keep reading.

Utopia Experience is a full-service event planning company with a production edge — we plan and manage conferences, galas, and corporate events, and we understand A/V, production, and video at a level most planners don't. Whether we're partnering with franchise brands on their annual conventions, producing a company's annual sales kickoff, or helping nonprofits rethink how they bring people together, we're dedicated to the success of our clients.

We don't just plan events — we build relationships, and we care about how every attendee and sponsor experiences the room.

You'll own a portfolio of client accounts at once, some multi-year partnerships (think a three-year, multi-conference engagement), some single events — and you're the primary point of accountability for every one of them, from kickoff through post-event reconciliation. Every client gets the same standard, whether it's their first event with us or their fifth year.

• Own the full planning lifecycle
• Negotiate hotel contracts that protect margins and make finance teams happy
• Own the full budget lifecycle, line-item build, tracking against spend, invoice management, and post-event reconciliation
• Design sponsorship packages that feel like true partnerships. Manage fulfillment end to end: logo collection, deliverable tracking, and sponsor communications
• Build thoughtful, intuitive registration experiences attendees don’t hate using (we most often work in Cvent, however the specific platform chosen per event based on the client’s needs)
• Manage A/V procurement and other vendor partners with confidence

• Create signage plans, event assets, and attendee journey maps
• Manage complex logistics: multi-track conferences, dozens of speakers, layered run-of-shows, and tight timelines
• Travel to events across the U.S. (and increasingly internationally) to ensure thoughtful on‑site execution
• Coordinate clients, production teams, vendors, and VIP speakers like a conductor — keeping everyone in sync, in tempo, and (mostly) on key

• Help refine and scale our planning processes as we expand into new markets
• Bring ideas that make our events, systems, and client experience better
• Collaborate closely with the VP of Operations, creative, production, and business development teams for inspiration, innovation, and brainstorming

No two events run the same way. The service mix, the vendors, and even the tools change from one client to the next — so the people who thrive here aren’t the ones who memorize one process. They’re the ones who can pick up any part of any event and run it to standard.

• 3–5+ years planning corporate events, conferences (not weddings, not social events)
• Proven success managing $500K+ event budgets with strong financial discipline
• Real hotel contract negotiation experience (you understand attrition)
• Hands‑on experience with registration platforms
• Comfort working with A/V vendors (you know the difference between a projector and an LED wall), production teams, and technical requirements

• You spot problems before they become emergencies — and already have backup plans
• Details don’t drain you; they energize you
• You understand events are reputation-defining moments
• You…