The BTA Annual Convening is the preeminent summit for art museum board leaders. It is a purposeful, invitation-only gathering that offers a space for Black trustees to speak candidly about challenges they face, exchange knowledge, and collectively organize to cultivate change within their institutions.

Over three days, attendees partake in keynote conversations with cultural luminaries, strategic breakout sessions, private arts excursions, and inspired receptions. Past speakers have included Bryan Stevenson, Mellody Hobson, Sarah Lewis, Valerie Jarrett, Rashid Johnson, Nikole Hannah-Jones, and Swizz Beatz. Past Mainstage Day hosts have included the Getty Center, the Ford Foundation, the Art Institute of Chicago, and Pérez Art Museum Miami.

Scope of Work

The Event Producer will serve as the lead production partner responsible for the end-to-end operational execution of a three-day, multi-venue Convening for 150–200 attendees. The Producer reports to the Associate Director, Events and the Executive Director, and collaborates closely with a Graphic Designer. The Event Producer must be cost-conscious, creative with vendor negotiations, and attentive to maximizing in-kind value — understanding that the budget demands resourcefulness, not extravagance.

Strategic Planning and Collaboration

• Facilitate weekly planning meetings, leading the creation of meeting agendas, documented action items, and clear status updates
• Develop and maintain a comprehensive production timeline with defined milestones and accountability
• Deliver cost-conscious vendor negotiations, attentive to maximizing in-kind value and understanding that the budget demands resourcefulness, not extravagance.
• Proactively identify challenges, propose solutions, and escalate decisions to BTA leadership as needed
• Manage the production budget: monitor costs, flag variances early, and recommend cost efficiencies
• Research the host city’s cultural landscape, local vendors, and venue options
• Demonstrate familiarity with the relevant background details for BTA’s sponsors, partners, and Advisory Board members 

Run-of-Show Development and Execution

• Create a detailed, minute-by-minute Run-of-Show (ROS) for each day and each venue—including all cues, transitions, AV instructions, speaker arrivals, vendor timings, and contingency protocols
• Share the ROS with the full team for iterative review and refinement across multiple cycles; revise and distribute in a timely manner 
• Conduct technical rehearsals at all venues in advance of the event
• The ROS is the single most critical production document. It must be treated as a living artifact of shared accountability.

Venue and Hotel Management

• Lead venue sourcing, site visits, and logistics coordination across multiple locations
• Negotiate venue contracts with careful attention to cancellation, attrition, and liability clauses
• Negotiate and manage hotel block agreements; monitor room pick-up and adjust block sizes as needed
• Ensure seamless guest flow at each venue: wayfinding, signage, ADA compliance, security, and access management
• Coordinate load-in and strike schedules, secure required permits and certificates of insurance
• Present all contracts to BTA for written approval before execution—no exceptions

Vendor Management

• Source, evaluate, and contract vendors: AV, catering, transportation, décor, furniture, rentals, staffing
• Negotiate competitive pricing while maintaining quality standards appropriate for this audience
• Manage vendor timelines, deliverables, and day-of coordination
• Confirm all deliveries, drop-offs, and pickups in writing—and maintain organized records of every confirmation
• Organize and maintain all contracts, supporting documentation, deposit receipts, and payment records in a shared, accessible system

Production and Technical Execution

• Recruit, brief, and manage day-of production support staff (inclusive of Producer’s fee)
• Onboard all production team members a week before work begins on pre-production or event production responsibility, and inform BTA of who will be staffing the event. 
• Manage AV, stage, lighting, and sound requirements across all venues
• Coordinate event check-in and registration systems in collaboration with BTA team and event app platform
• Oversee guest swag, name badge production, printed program distribution, and materials logistics
• Manage transportation logistics between venues and from hotel(s)
• Ensure every production element reflects a high standard of care 

Guest and VIP Experience

• Design a seamless guest experience from pre-event communication through departure
• Manage all food and beverage coordination, including dietary accommodations and VIP requirements
• Handle week-of guest communications and onsite inquiries in partnership with BTA team
• Anticipate needs and create contingency plans for common scenarios: weather, delays, dietary emergencies, accessibility needs, last-minute program changes

Sponsor Fulfillment Support

• Coordinate with BTA team to ensure all sponsor obligations are met across production elements
• Execute sponsor visibility requirements: logo placement, signage, branded activations, VIP seating, acknowledgment in printed program
• Ensure sponsor representatives receive appropriate hospitality and access

Post-Event Review

• Deliver comprehensive post-event financial reporting and budget reconciliation with all supporting documentation
• Provide a programmatic recap with highlights, observations, and candid assessment
• Participate in a post-mortem meeting to discuss learnings and recommend improvements for future events
• Ensure all final invoices, receipts, and vendor records are organized and submitted within 14 days of the event

Review full 2026 BTA Convening - Event Producer RFP here.

Send an email admin@blacktrusteealliance.org with "Event Producer" in the subject line to express interest after full review of the RFP.