Event Planner

Roles and Responsibilities:

The contractor shall lead the planning and execution and follow up of events for PEO IEW&S and subordinate organizations. Prepare and provide products and reports relating to event planning and assist with the development of and preparation, review and update of documentation, cost, venue selection, procedures, planning and protocols. The contractor typical associated tasks include:

• Plan and coordinate logistics and operations for major PEO hosted events (promotions, changes of responsibility, meetings, conferences, seminars, workshops, symposia, and ceremonies).
• Works with client to develop program agenda consistent with enterprise goals and objectives.
• Responsible for providing preliminary budgets for client approval and working to stay within this budget as the program progresses.
• Recommending measures to improve methods, performance, and quality of product or service, and suggests changes to increase efficiency.
• Providing general direction, discovery, planning, execution and support to conference/meeting/event team and be an active participant.
• Conducting research, making site visits, and finding resources to help staff make decisions about event possibilities. Plan work to be accomplished, set and adjust short-term priorities, and prepare schedules for completion.
• Propose new ideas to improve the event planning and implementation process.
• Serving as liaison with vendors on event-related matters.
• Assisting with managing on-site production and registration desk, conference support for events as necessary.
• Attend all pre-event rehearsals and dry runs as necessary.
• Coordinate IT/AV support as necessary.
• Lead for transportation, set up and deconstruction of materials/equipment in support of event.
• Coordinating with communications team on the invitations, agenda and promotional materials associated with events. Creating and revising room layouts for each event.
• Lead for creating and managing event/food registration website; work with webmaster for cross promotion as appropriate.
• Adhering to established protocols is vital in government-related events.
• Ensuring compliance with security clearance requirements (e.g., U.S. Citizenship and current Secret Clearance).
• Follow specific guidelines set forth by Program Executive Office regarding conduct during official functions (i.e., seating, table tents, procession, flag placement, etc.).
• Serve as the subject matter expert on all things Army protocol in support of events.
• Provide on-site transportation to and from events for high level dignitaries, military, and civilian personnel for the event/meeting/conference or other engagement.
• Specialize in organizing meetings and conferences such as change of charters, advance planning briefings, engagement with industry, department of defense and federal agencies.
• On-site support to high level personnel.

Preferred Qualification/Requirements:

A minimum of two-five (2-5) years relevant experience specific to government and international meetings required.

• Provides general administrative and logistics support.
• Exceptional organizational, communication, and interpersonal skills. Proven ability to manage multiple projects and meet tight deadlines. Experience with budgeting, financial tracking, and contract negotiations. High level of discretion, professionalism, and the ability to manage confidential information.
• Prepares conference-related documents and correspondence.
• Writes, proofreads and formats documents, such as meeting invitations, confirmations, and thank-you letters; logistics fact sheets; guidelines for reimbursements, posters and exhibits, preparation of abstracts, speaker facilitation, agendas and/or programs.
• Leads tasks such as mailing, collating and coordinating mail-outs, stuffing of folders and nametags.
• Staffs onsite registration desk and provides conference support.

Minimum Education:

• A Bachelor’s degree from an accredited college or university is required.
• Substitution for Education: Ten (10) or more years relevant experience in event planning, meeting coordination or conference management to include budget and large conference management with experience specific to government and international meetings in-lieu of degree.