Associate Event Producer

Job Description

About Us \n

Software 3.0 (owner of AI Engineer events and community) is focused on building a global network of flagship and regional events, partner events and year-round community engagement opportunities. Our mission is to empower and unite the global AI engineering community by delivering transformative events, knowledge exchange, and collaborative experiences that accelerate practical AI progress.

\n

\n

AI Engineer is the AI industry's only vendor-neutral event focused solely on engineering. We work with all the major players in AI - from OpenAI, Anthropic, NVIDIA, Google, Microsoft, to Neo4J, Sonar, Arize - to name a few. 

\n

\n

We have experienced remarkable success with our event series, including AI Engineer Summit, AI Engineer Worlds Fair 2024, AI Engineer Summit NYC 2025, and AI Engineer Worlds Fair 2025 . In 2026, we expanded into Europe with AI Engineer Europe (London), and returned to San Francisco for AI Engineer World's Fair 2026. Attendance has grown from 500 engineers at our inaugural Summit to over 7,000 at World's Fair 2026  roughly a 1,300% increase in three years - and we plan to continue expanding the series and growing the community at this pace. By 2030, the AI Engineer World's Fair annual event is projected to attract over 15,000+ attendees, establishing it as a leading global gathering in AI and technology. AI Engineer is uniquely positioned to become as indispensable to the AI ecosystem as SXSW, CES, E3, and GDC are in their fields.

\n

To support that growth, we're bringing on a full-time Associate Producer to strengthen our production team.

Position Overview \n

This is a hands-on production support role at one of the fastest-growing event series in tech. You'll work closely supporting our Senior Producers and Producer teams across our full portfolio, providing the logistics backbone that keeps our events running smoothly.

\n

You'll directly own logistics workstreams on our larger events - hotel sourcing and negotiation, catering and F&B, transportation etc - and take full ownership of the smaller ancillary events (speaker dinners, sponsor receptions, VIP experiences, satellite meetups) that run alongside them. This is a role for someone who wants real, defined ownership within a much bigger production, and who's ready to learn the craft of large-scale event production from the Producers leading it.

Key Responsibilities \n

\n
• Support the Producer and Senior Producer day to day across the event portfolio.
\n
• Own hotel sourcing and negotiation: room blocks, rates, contracts, attrition and cancellation terms, and pickup tracking for attendees, speakers, sponsors, and staff.
\n
• Own catering and F&B logistics in partnership with venue and catering partners: BEO review, menu coordination, service timing, dietary requirements, and budget tracking.
\n
• Own flights and transportation logistics: shuttles, VIP and speaker transport, staff transport, and move-in/move-out coordination.
\n
• Own the planning and execution of smaller ancillary events (speaker dinners, sponsor receptions, VIP experiences, satellite meetups), and special executions (Awards Show, Networking Members Lounges etc) held in association with our large-scale events managing these end-to-end within the framework set by the Producer and Senior Producer.
\n
• Assist with expo floor operations: booth assignment support, sponsor build logistics tracking, floor plan updates, and move-in/move-out scheduling support.
\n
• Support AV and show production coordination: rehearsal scheduling assistance, run-of-show documentation, and onsite production support across stages and breakout tracks.
\n
• Maintain production schedules, run-of-shows, vendor trackers, and internal documentation for your workstreams.
\n
• Assist with onsite staffing coordination, including event staff, volunteers, and temporary crew scheduling and check-in.
\n
• Track budgets for owned workstreams (hotel, catering, transport, ancillary events) and report status to the Producer and Senior Producer.
\n
• Help build repeatable logistics frameworks and templates - hotel RFPs, catering checklists, transport plans - to support a growing, multi-event portfolio.
\n
• Support post-event reporting and debriefs for your owned workstreams.
\n
• Collaborate cross-functionally with marketing, sales, sponsorship, speaker, and operations teams as directed by the Producer and Senior Producer.
  
\n

Required Experience & Skills \n

\n
• Minimum 3 years' experience in supporting event production and event logistics (tech, startup, or developer-focused events a must).
\n
• Direct experience negotiating hotel room blocks and contracts - rates, attrition, cancellation terms - required.
\n
• Experience coordinating catering/F&B logistics, including BEO review and budget tracking.
\n
• Experience organizing ground transportation logistics for events
\n
• Experience planning and executing smaller-scale events (dinners, receptions, meetups) from start to finish.
\n
• Exposure to large-format conferences (1,000+ attendees) preferred - willingness to learn at scale matters.
\n
• Comfortable supporting AV/show production and expo floor operations under the direction of a Producer.
\n
• Working knowledge of event management platforms (Cvent, Rainfocus, Accel, or similar) and project management tools.
\n
• Strong organizational skills and comfort managing multiple vendor relationships simultaneously.
\n
• Budget tracking experience.
\n
• International event logistics experience is a plus.
\n
• Agency or in-house event experience are both valued.
  
\n

\n

Attributes

\n

\n
• Calm and dependable under pressure  the person a Producer can hand a workstream to and trust it gets done.
\n
• Detail-oriented and highly organized; nothing falls through the cracks on your logistics workstreams.
\n
• A strong support player, equally comfortable taking direction and owning a defined piece of the puzzle independently.
\n
• Clear, proactive communicator across remote teams - flags issues early rather than waiting to be asked.
\n
• Comfortable in a high-trust, small-team environment where ownership of your piece is real, even when you're not setting the overall strategy.
\n
• Hands-on and unafraid of the less glamorous logistics work - as comfortable on a hotel contract call as setting up a room onsite.
\n
• Flexible and open to travel (approximately 30%) and the intensity of live events.
\n

\n

\n

This is an incredible opportunity to join an AI startup at an early stage in an entry level position.

\n

\n

$50,000 - $75,000 per annum - location and experience dependant.