Events Planner
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Job Description
Events Planner managing complex logistics and execution for federal NVSBE events across various stakeholders. Responsible for planning, coordination, and on-site support in a remote capacity.
Responsibilities:
- Support planning, initiation, management, execution, and closeout of complex NVSBE event activities and related contract support operations.
- Coordinate logistics inputs for the Comprehensive Event Logistics Plan, including registration setup, information booths, meeting rooms, plenary sessions, business opportunity sessions, learning sessions, networking roundtables, executive spaces, support rooms, signage, participant flow, setup, and tear-down.
- Manage assigned workstreams for attendee registration, participant scheduling, helpdesk operations, staffing support, volunteer coordination, venue room layouts, staff training, on-site support materials, and event communications.
- Coordinate with venues, hotels, transportation providers, food and beverage vendors, exhibit/decorating/tradeshow vendors, AV and Wi-Fi providers, security personnel, accessibility providers, photographers, videographers, and other event partners.
- Assist with agenda development, individual schedules, room assignments, participant queuing, pedestrian flow, maps, signage placement, and daily agenda updates for the Joint Operations Center and on-site staff.
- Support planning and execution for networking roundtables, key leader roundtables, learning sessions, business opportunity sessions, general overview sessions, plenary lunches, receptions, and participant support services.
- Coordinate exhibitor and sponsorship logistics, including exhibitor packages, support ordering procedures, exhibit floor information, material schedules, storage, shipping, and booth support requirements.
- Prepare and maintain event deliverables, trackers, meeting minutes, reports, registration materials, program book content, participant event packages, website content inputs, presentation materials, and post-event products.
- Support on-site event execution by monitoring room setup, AV readiness, speaker materials, signage accuracy, information desks, hotel welcome desks, accessibility requests, customer service issues, and immediate technical or logistics deficiencies.
- Assist with event surveys and evaluations, participant attendance metrics, post-event materials, photographs/videos coordination, and After-Action Report inputs.
- Ensure assigned work products are accurate, timely, complete, customer-focused, compliant with accessibility and VA standards, and aligned with Government-approved plans.
Requirements:
- 12-15 years of substantive experience in day-to-day management of contract support operations involving multiple tasks and groups of personnel.
- Certified Government Meeting Professional (CGMP) or Certified Meeting Professional (CMP) certification.
- Associate’s degree or higher in a related field; additional relevant event planning experience may be considered in lieu of education where appropriate.
- Experience coordinating large-scale event logistics, including registration, staffing, agenda management, room layouts, exhibitor/sponsor support, AV, catering, signage, transportation, and post-event follow-up.
- Experience supporting federal clients, senior stakeholders, activity hosts, attendees, sponsors, exhibitors, vendors, and internal delivery teams.
- Proficiency using office automation equipment, Microsoft Office, Adobe software, collaboration tools, and event management or registration platforms.
- Strong written and verbal communication skills, with the ability to prepare accurate meeting minutes, reports, participant materials, instructions, and deliverable inputs.
- Strategic thinker with a forward-looking approach to marketing trends and technologies.
- Strong problem-solving skills and the ability to think critically.
- Ability to manage competing deadlines.
- Experience supporting complex projects and transformation efforts within the federal government.
- Comfortability with supporting complex client relationships.
- Ability 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.
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