The Phillips Collection Annual Gala

Project Management

• Partnered closely with The Phillips Collection’s Advancement Events team to provide end-to-end project management, leveraging a centralized planning platform that tracked milestones, deliverables, and timelines from kickoff through event execution.
• Led planning meetings, coordinated cross-functional communication, and provided ongoing project updates to ensure stakeholders remained aligned and informed throughout the planning process.
• Delivered additional project management support, including stakeholder coordination, quality assurance reviews, and procurement and management of supplemental vendors and production partners as project needs evolved.

Pre-Event Vendor & Talent Services

• Managed the procurement process for key event partners, including RFP development, vendor evaluation, contract review, and partner selection to ensure each service aligned with the event’s creative vision, operational requirements, and budget.
• Led sourcing efforts for core production partners, including audiovisual, catering, entertainment, lighting, scenic and stage design, valet, and transportation services.
• Coordinated directly with VIP representatives, talent teams, and security partners to ensure all advance planning, logistical requirements, and on-site hospitality needs were seamlessly executed.
• Developed and distributed comprehensive briefing materials for speakers, performers, and program participants, providing clear event expectations, schedules, and logistical details to support a confident and successful guest experience.

Seating Management

• Partnered with The Phillips Collection’s Advancement team to develop a thoughtful seating strategy that balanced protocol, sponsor recognition, VIP hospitality, and the overall guest experience.
• Utilized dynamic seating management software to create real-time floor plans and seating assignments, providing planning teams with accurate, up-to-date information throughout the event lifecycle.
• Produced comprehensive seating reports and guest lists organized by multiple criteria—including table assignment, alphabetical order, and affiliation—to support registration, guest services, and front-of-house operations.
• Designed and produced personalized place cards that complemented the event’s visual identity while ensuring a seamless and polished dining experience.

Event Discovery & Development

• Served as a strategic creative partner, guiding the overall vision for the event from initial concept through final execution to ensure every production element contributed to a cohesive guest experience.
• Collaborated with The Phillips Collection to shape the event’s narrative, flow, guest journey, and program strategy, aligning creative decisions with the Gala’s fundraising mission and institutional goals.
• Developed innovative solutions for event layout, space utilization, and program pacing, enhancing both operational efficiency and the overall attendee experience.
• Provided creative content development, including story arc creation, script consulting, scriptwriting, presentation development, and graphic design support to ensure consistency across every audience touchpoint.
• Led the integration of branding, décor, floral design, lighting, staging, and environmental elements into a unified creative direction, creating an experience that felt intentional, immersive, and reflective of The Creative Spark theme.

Hospitality & Catering

• Managed all food and beverage planning, partnering with the catering team to oversee menu development, service logistics, specialty bars, and hospitality experiences across the event.
• Coordinated catering and hospitality for all supporting spaces, including executive lounges, green rooms, media workrooms, and other backstage and VIP environments to ensure every guest received a seamless experience.
• Produced and distributed comprehensive briefing materials for presenters, performers, and program participants, providing clear schedules, hospitality information, and event logistics.
• Compiled menu selections, culinary details, and vendor information for inclusion in event collateral and guest-facing materials, ensuring consistency across the overall event experience.
• Directed food, beverage, and alcohol service planning throughout the venue, coordinating timing, staffing, and service flow to complement the evening’s program and guest journey.

Venue & Logistics Management

• Provided comprehensive on-site event leadership, overseeing logistics, production, programming, guest services, speaker hospitality, volunteer operations, and cross-functional coordination to ensure a seamless event experience from load-in through strike.
• Developed and managed the master event timeline, continuously refining schedules, guest flow, wayfinding, and operational logistics to support an intuitive and well-paced attendee experience.
• Directed production schedules, venue operations, and floor plan management across all event spaces, ensuring every environment was optimized for both guest experience and operational efficiency.
• Led final venue and vendor coordination, facilitating contract negotiations, confirming operational requirements, and aligning production partners for successful event delivery.

On-Site Logistics Management

• Directed production schedules and managed floor plans across all event spaces, ensuring each environment was thoughtfully configured to support both operational efficiency and the guest experience.
• Led execution of the live event timeline, coordinating program transitions, guest movement, and production cues to deliver a seamless experience from start to finish.
• Oversaw all on-site event operations, providing leadership across logistics, registration, production, programming, volunteer management, and guest services while serving as the central point of coordination for all event stakeholders.
• Managed load-in, installation, and event build, overseeing the placement of décor, staging, furniture, and experiential elements to ensure every space was executed to the highest production standards.

On-Site Technical Production

• Directed all aspects of show production, providing leadership across technical direction, stage management, and show calling to ensure a polished and seamlessly executed program.
• Managed day-of production operations, including rehearsals, technical coordination, cueing, and real-time decision-making to keep the program running smoothly from first cue to final remarks.
• Oversaw the planning and integration of all technical production elements—including audio, lighting, video, graphics, staging, and show systems—to deliver a cohesive and engaging audience experience.

Post-Event Project Management

• Managed financial closeout by coordinating final vendor invoices, confirming contract completion, and ensuring all production partners fulfilled their project deliverables.
• Conducted post-event evaluations of vendors, contractors, and operational performance, documenting key insights and recommendations to inform future events.
• Facilitated a comprehensive post-event debrief with project stakeholders to review outcomes, celebrate successes, and identify opportunities for continued improvement.
• Oversaw complete project closeout across all areas of production, delivering final documentation, reconciling outstanding items, and ensuring a seamless transition from execution to completion.

Ancillary Event Support

• Provided dedicated on-site event leadership for select museum events, serving as the primary point of coordination for vendors, logistics, event execution, and the overall guest experience.
• Conducted a pre-event planning session with museum staff to align on event objectives, operational plans, vendor coordination, and day-of responsibilities prior to each engagement.
• Delivered up to eight hours of on-site operational support per engagement, providing experienced production leadership throughout event execution.
• Offered event support on an as-needed basis, with engagements scheduled in collaboration with The Phillips Collection and confirmed based on advance notice and team availability.
• Each engagement included a fixed-fee on-site management package, providing experienced production leadership without the need for additional staffing or project management resources.