Conference Event Planner
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Job Description
Conference Event Planner coordinating virtual and in-person events for Prometheus Federal Services, a federal health-agency partner. Managing logistics, technology, stakeholders, and post-event improvement for Veterans Affairs programs.
Responsibilities:
- Lead end-to-end planning and execution of approximately 25 events annually, including virtual and in-person conferences, workshops, and summits
- Serve as the central event coordination point among stakeholders, advisory groups, facilitators, vendors, and federal stakeholders
- Develop and manage event timelines, logistics plans, agendas, registration materials, and run-of-show documentation
- Coordinate venue/site requirements, breakout sessions, participant engagement, onsite support, travel coordination, and contingency planning
- Manage attendee registration and participant communications throughout the event lifecycle
- Coordinate vendor and technology requirements with VA OIT and technology support teams
- Facilitate pre-event readiness and provide real-time execution support to identify, mitigate, and resolve issues
- Ensure event planning, materials, and execution comply with VA policies, Section 508 accessibility requirements, and federal standards
- Lead post-event evaluation and continuous improvement, including feedback collection, lessons learned, and recommendations
- Apply public health expertise and VA/VHA understanding to support strategic objectives, Veteran-focused priorities, and multidisciplinary stakeholder engagement
Requirements:
- Bachelor's degree (BA/BS) from an accredited college or university
- Minimum of six (6) years of experience planning and managing conferences, meetings, trade shows, workshops, training events, or other large-scale professional events
- Experience coordinating all phases of event planning and execution, including logistics, registration, scheduling, vendor management, and onsite support
- Experience evaluating venues and managing site selection, facility requirements, and event logistics
- Experience developing agendas, schedules, registration content, programs, and participant communications
- Experience planning and delivering virtual, in-person, and hybrid events using web conferencing and event technology platforms
- Ability to coordinate and collaborate with clients, project teams, vendors, facilitators, and external partners
- Working knowledge of accessibility standards for digital content and event materials
- Ability to manage multiple concurrent events and priorities while maintaining accuracy and quality
- Strong organizational, project management, written communication, and verbal communication skills
- Proficiency with Microsoft Office Suite and event management technologies
- Authorized to work in the U.S. indefinitely without sponsorship
- Ability to obtain and maintain a VA Tier 1 / Low Risk background investigation
Benefits:
- Health, dental, and vision coverage
- Flexible spending accounts
- Disability insurance
- Life insurance
- Retirement plan
- Paid time off
- Other programs to support employees and their families
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