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.