US UNGA Side Event Planner – Implementor
Job Description:
- Work with Ubongo's leadership to define the event concept, theme, narrative arc, and desired outcomes
- Develop a detailed event brief including format, audience, programme, and engagement strategy
- Advise on optimal event format (panel discussion, cocktail reception, hybrid event, roundtable, etc.) and venue options
- Develop a stakeholder mapping and invitee target list in alignment with Ubongo's strategic priorities
- Research and recommend co-hosting or co-sponsorship opportunities with UN agencies, foundations, or partner organisations
- Identify and secure an appropriate event venue in New York City (options including UN-affiliated venues, foundation spaces, hotels, and cultural venues)
- Negotiate and manage all venue contracts, catering, AV, and technical requirements
- Coordinate all event logistics: seating, signage, branded materials, registration, and onsite coordination
- Arrange necessary permits, insurance, and compliance requirements for New York City events
- Coordinate travel and accommodation logistics for Ubongo representatives and VIP speakers (in coordination with Ubongo's operations team)
- Develop a compelling programme agenda in close collaboration with Ubongo's content and communications teams
- Identify, approach, and confirm high-profile speakers, moderators, and panellists aligned with the event theme
- Manage speaker briefings, travel coordination, and preparation support
- Develop speaker briefing packs and talking points in alignment with Ubongo's messaging
- Coordinate with Ubongo's creative team on multimedia elements (sizzle reel, impact video, live demonstrations)
- Develop and manage a targeted invitation strategy for 200+ prospects to yield 80–150 attendees
- Design and distribute digital invitations through appropriate channels
- Manage RSVPs, waitlists, and attendee communications
- Coordinate credentialing and access for UN-adjacent venues where applicable
- Develop and implement a VIP engagement plan for high-priority attendees
- Provide full onsite event management throughout the event day(s)
- Manage all vendor, staff, and volunteer coordination on the day
- Ensure seamless AV, production, and live-streaming/recording (if applicable)
- Manage real-time troubleshooting and contingency responses
- Capture high-quality photography and/or video during the event
- Provide a post-event report including attendance data, key outcomes, media coverage, and lessons learned
- Deliver all event photography, video footage, and multimedia assets to Ubongo
- Support follow-up communications to attendees as directed by Ubongo
- Produce an end-of-engagement financial report against the approved budget
Requirements:
- Minimum 5 years of experience planning and executing high-profile events in New York City
- Demonstrated experience with UNGA-adjacent, UN-affiliated, or international development sector events during UNGA High-Level Week
- Strong existing relationships with New York event venues, vendors, and logistics providers
- Proven ability to manage multi-stakeholder events with senior government, multilateral, and philanthropic audiences
- US-based presence (or clear ability to operate in New York for the event period)
- Highly Desirable: Experience working with African organisations, NGOs, or development sector clients in international settings
- Familiarity with UN credentialing processes and venue access requirements
- Existing relationships with UNGA-week co-hosts such as foundations, think tanks, or UN agencies
- Experience with hybrid or live-streamed event production
- Connections with relevant New York-based media and communications contacts
Benefits:
- Ubongo is an equal opportunity employer and procurer
- We actively welcome proposals from women-led firms, African-owned enterprises, and organisations with demonstrated commitment to diversity and inclusion.