Events Planner

This is a fully remote position, open to applicants in Virginia.

📋 Description

• Assist in the planning, initiation, management, execution, and conclusion of intricate NVSBE event activities along with associated contract support operations.

• Oversee logistics contributions for the Comprehensive Event Logistics Plan, which includes setting up registration, information booths, meeting rooms, plenary sessions, business opportunity sessions, learning sessions, networking roundtables, executive areas, support rooms, signage, participant flow, setup, and teardown.

• Manage designated workstreams for attendee registration, scheduling participants, helpdesk operations, staffing assistance, volunteer coordination, venue room layouts, staff training, on-site support materials, and event communications.

• Liaise with venues, hotels, transportation services, food and beverage suppliers, exhibit/decorating/tradeshow vendors, AV and Wi-Fi providers, security teams, accessibility service providers, photographers, videographers, and other event collaborators.

• Aid in agenda creation, individual schedules, room assignments, participant queuing, pedestrian flow, maps, signage placement, and daily agenda modifications for the Joint Operations Center and on-site personnel.

• Facilitate planning and execution for networking roundtables, key leader discussions, learning sessions, business opportunity meetings, general overview sessions, plenary lunches, receptions, and participant support services.

• Oversee exhibitor and sponsorship logistics, which includes managing exhibitor packages, support ordering procedures, exhibit floor details, material schedules, storage, shipping, and booth support needs.

• Create and uphold event deliverables, trackers, meeting minutes, reports, registration materials, program book content, participant event packages, website content inputs, presentation materials, and post-event products.

• Aid in on-site event execution by supervising room configurations, AV readiness, speaker materials, signage accuracy, information desks, hotel welcome desks, accessibility requests, customer service issues, and immediate technical or logistical shortcomings.

• Assist with event surveys and evaluations, participant attendance metrics, post-event materials, coordination of photographs/videos, and contributions to the After-Action Report.

• Ensure that assigned work products are accurate, timely, complete, customer-focused, compliant with accessibility and VA standards, and consistent with Government-approved plans.

⛳️ Requirements

• 12-15 years of substantial experience in the daily management of contract support operations involving multiple tasks and groups of personnel.

• Certified Government Meeting Professional (CGMP) or Certified Meeting Professional (CMP) certification.

• An Associate’s degree or higher in a related field; additional relevant event planning experience may be accepted in lieu of formal education as appropriate.

• Proven experience in coordinating large-scale event logistics, including registration, staffing, agenda management, room layouts, exhibitor/sponsor support, AV, catering, signage, transportation, and post-event follow-up.

• Background in supporting federal clients, senior stakeholders, activity hosts, attendees, sponsors, exhibitors, vendors, and internal delivery teams.

• Proficiency in using office automation equipment, Microsoft Office, Adobe software, collaboration tools, and event management or registration platforms.

• Strong written and verbal communication abilities, with the capability to prepare precise meeting minutes, reports, participant materials, instructions, and deliverable inputs.

• Strategic thinker with a forward-looking perspective on marketing trends and technologies.

• Excellent problem-solving skills and the capacity for critical thinking.

• Ability to manage competing deadlines effectively.

• Experience in supporting complex projects and transformation efforts within the federal government.

• Comfort in managing complex client relationships.

• Capability to obtain and maintain a public trust clearance.

• Legal authorization to work in the U.S.

🏝️ Benefits

• Professional customer service to participants, activity hosts, VA stakeholders, sponsors, exhibitors, vendors, and project team members before, during, and after the event.