Location: Various Locations in USA and Europe
Contract: Freelance, project-based contract
Contract duration: Approximately 4 months, ending two weeks after the event
Fee: Monthly Fee
Commitment: Flexible across the project, with workload increasing significantly towards event delivery
and full availability required during build, event and breakdown
Reporting to: Head of Operations
Language: Fluent local language and strong professional English required
About XENOM
XENOM is a global functional fitness competition series delivering large-scale live events across
Europe, USA and other international markets.
We are looking for an experienced local Event Producer to lead the operational delivery of XENOM events in various locations in USA and Europe, working closely with XENOM’s central Operations team and established global suppliers.
As XENOM’s key local contact in the host market, the Event Producer will also provide valuable local knowledge and connections, helping our central teams understand and engage effectively with the local fitness community, suppliers and wider market.
The Role
The Event Producer will be XENOM’s lead operational representative in the local market, taking
ownership of the venue, local suppliers, infrastructure and event build from planning through to onsite delivery.
XENOM will provide the core event model, contracted venue, competition requirements, key global suppliers and major touring assets. Your role will be to take that framework and turn it into a successful event locally.
Alongside event delivery, you will act as an important link between XENOM’s HQ teams and the local market. Strong knowledge of the local functional fitness community is valuable, helping us identify relevant gyms, community leaders, suppliers, organisations and potential partners, as well as providing insight into how XENOM should approach the market.
The role remains primarily focused on producing and delivering the event. Local market support will centre on insight, introductions and helping facilitate relationships alongside XENOM’s Community,
Marketing, Commercial and other central teams.
This is a freelance project-based role, with the Event Producer responsible for managing their own time against agreed project milestones and deliverables. Workload will vary throughout the contract
and will increase significantly as the event approaches.
Key Responsibilities
Event Planning & Venue Management
- Take over day-to-day management of the venue following contracting by XENOM’s Head of Operations.
- Act as XENOM’s primary local contact for the venue throughout the planning and delivery process.
- Coordinate venue services including security, power, catering, cleaning, internet, waste and other operational requirements.
- Develop detailed event plans and build/break schedules.
- Work with the XENOM HQ team on venue layouts, participant experience, branding opportunities and operational requirements.
- Identify local operational risks, regulations and venue requirements.
- Manage agreed local event budgets, quotes and supplier costs.
Local Suppliers & Infrastructure
- Source and manage infrastructure not supplied through XENOM’s touring package, including plant machinery, furniture, water, power, radios, internet and other event services.
- Source specialist local staffing where required, including medical and additional operational
- support.
- Manage local suppliers from appointment through to onsite delivery and close-out.
- Coordinate local requirements with XENOM’s global logistics, AV, rigging and competition equipment suppliers.
Build, Event & Breakdown
Lead the onsite operational build and breakdown of the event.
Coordinate the venue, local suppliers and XENOM’s global delivery partners against the
agreed schedule.
Ensure the venue is operationally ready for handover to the Competition team.
Act as the main onsite contact for the venue and operational suppliers.
Manage live operational issues including infrastructure, security, power, water, venue
requirements and layout changes.
Support the Head of Operations with wider event problem-solving as required.
Local Market Support
- Provide local knowledge and introductions to functional fitness gyms, community leaders and relevant networks.
- Connect XENOM’s Community and Marketing teams with contacts that can support local campaigns, gym tours and community engagement.
- Identify and introduce relevant local suppliers, organisations and potential commercial partners.
- Advise on local market considerations including competing events, public holidays, cultural factors and suitable event dates.
- Help facilitate initial local conversations and relationships, working with the relevant XENOM
- HQ team to take opportunities forward.
Key Deliverables
Throughout the project, the Event Producer will be expected to deliver agreed milestones including:
- Successful handover and ongoing management of the contracted venue.
- Appointment and management of required local operational suppliers and services.
- An agreed event operational plan covering key infrastructure, local services and venue requirements.
- A detailed build, event and breakdown schedule aligned with XENOM’s global suppliers and Competition team.
- Local event costs managed and tracked against the agreed budget.
- Operational readiness of the venue ahead of handover to the Competition team.
- Successful onsite management of the venue, suppliers, build and breakdown.
- Relevant local market introductions and insight provided to XENOM’s central teams throughout the project.
- Post-event debrief, supplier close-out and final budget reconciliation completed within two weeks of the event.
What We’re Looking For
- Strong experience producing live events, ideally within fitness, sport, mass participation or other complex event environments.
- Proven experience managing venues, suppliers, infrastructure and onsite event builds.
- Strong project management skills and experience developing detailed event schedules.
- Experience managing operational budgets and multiple suppliers.
- Confidence leading onsite teams in fast-moving live environments.
- Strong local market knowledge and supplier relationships.
- Fluent local language and strong professional English.
- Practical, calm and solutions-focused when challenges arise onsite.
- Comfortable working independently while collaborating closely with an international HQ team.
Desirable Experience
- Strong knowledge of CrossFit, functional fitness or the wider fitness market.
- Existing relationships with local gyms, coaches, athletes or fitness communities.
- Experience working with international event series, rights holders or brands.
- Experience integrating touring or global suppliers into locally produced events.
Future Opportunity
As XENOM’s international calendar develops, there may be opportunities for successful Event
Producers to continue supporting future events and take on broader responsibilities within individual markets.
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