Event Coordinator

ICF • Alexandria, VA

4d • Onsite

About The Position

ICF is seeking an experienced and highly organized Event Coordinator to support a federal research and innovation agency. In this role, you will provide comprehensive logistical, planning, and project management support for internal and external events, conferences, outreach engagements, and large-scale expos. The ideal candidate thrives in fast-paced environments, can manage multiple high-profile events simultaneously, and demonstrates professionalism, adaptability, and strong coordination skills in both in-person and virtual settings. Job Location: This position requires you work in person at our client office in Alexandria, Virginia. Willingness and ability to travel as required within the United States. You will be in the office five days a week with travel required to support national events.

Requirements

• Bachelor’s degree or equivalent experience.
• 3+ years of experience in event coordination, conference planning, or large-scale expo management.

Nice To Haves

• Demonstrated experience managing logistics for high-profile events and exhibitions.
• Experience coordinating vendors, venues, shipping, and event materials.
• Ability to manage multiple priorities in a fast-paced environment with tight deadlines.
• Experience supporting federal agencies or working in a government consulting environment.
• Experience with RSVP management platforms (e.g., EventBrite or similar systems).
• Experience managing a presence at large-scale national expos (e.g., SXSW, CES, scientific conferences).
• Proficiency in Microsoft Office Suite.
• Experience managing exhibit kits and coordinating physical booth builds and activations.
• Highly effective analytical, problem-solving, and decision-making capabilities.
• Excellent communication and interpersonal skills to interface effectively with clients, vendors, and stakeholders.
• Strong organizational skills and attention to detail.
• Ability to remain calm and solutions-oriented under pressure.
• Demonstrated professionalism and customer service orientation.

Responsibilities

• Plan, coordinate, and execute logistics for internal and external meetings, conferences, outreach events, and large-scale expos, including venue selection, contracts, signage, catering, shipping, and security coordination.
• Manage multiple high-profile events simultaneously, including rapid-turnaround requests, ensuring timelines, budgets, and deliverables are met.
• Design, build, deploy, and manage expo-style booth exhibits and activation kits, including setup, breakdown, shipping, storage, and inventory forecasting.
• Coordinate vendors, venues, and partners to oversee exhibit design, technology integration, and onsite troubleshooting.
• Research event requirements and prepare briefing materials to support leadership and staff engagement with diverse stakeholder audiences.
• Manage speaker coordination and RSVP processes, including invitation tracking, collection of bios and materials, rehearsal coordination, and run-of-show documentation.
• Provide onsite and virtual event support, adapting logistics and engagement strategies for in-person, hybrid, and virtual environments.
• Develop post-event surveys, reports, and performance summaries to assess engagement metrics and inform continuous improvement.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees