Events Project Manager
About The Position
Plan and manage logistics for conferences, meetings, exhibitions, and public outreach events. Develop project plans, timelines, and coordination processes to ensure successful event delivery. Manage multiple events simultaneously while meeting tight deadlines. Identify and recommend suitable venues for events and conferences. Coordinate with venues, vendors, and service providers to manage event logistics including space, equipment, catering, and technical requirements. Oversee event contracts and vendor coordination activities. Coordinate all logistical aspects of events including: Venue setup Equipment and materials Transportation and shipping of materials On-site operational coordination Oversee setup and breakdown of events and exhibits. Manage the design, development, and deployment of exhibit booths and outreach activations used at conferences and expos. Coordinate materials, displays, and technology used in exhibits and public engagement spaces. Support identification and coordination of speakers, moderators, and panelists. Manage speaker logistics including invitations, biographies, and preparation materials. Assist in organizing event agendas, sessions, and program structures. Manage RSVP and registration systems for events. Coordinate attendee communications and logistics. Maintain attendee lists and event documentation. Coordinate event technology including audio/visual systems, presentations, and livestream capabilities. Ensure technical requirements are met for both in-person and virtual events. Work closely with NSF communications teams, scientists, leadership, and external stakeholders to ensure events align with communications objectives. Provide professional customer service and engagement with event participants. Track event outcomes and provide post-event summaries and documentation. Assist with compiling event reports and operational metrics.
Requirements
- Education: Bachelor’s degree in one of the following fields: Event Management Communications Marketing Public Relations Hospitality Management Business Administration Or a related discipline
- Experience Minimum 7 years of professional experience managing events, conferences, or large-scale outreach activities .
- Experience planning and managing large conferences, exhibitions, or trade shows .
- Experience coordinating logistics for high-profile or multi-stakeholder events .
- Technical Skills Experience managing event logistics including venue coordination, vendor management, and event operations.
- Experience managing event registration platforms or attendee management systems.
- Experience coordinating event technology including audio/visual systems and presentation support.
- Proficiency in Microsoft Office Suite and event management tools.
- Event project management
- Conference and exhibition planning
- Logistics and vendor coordination
- Stakeholder engagement
- Event program development
- Problem solving and adaptability
- Professional communication and leadership
Nice To Haves
- Experience supporting federal agencies or government outreach programs .
- Experience managing science conferences, research symposiums, or technology events .
- Experience coordinating virtual or hybrid events .
- Experience managing exhibit booths or expo-style outreach activations .
Responsibilities
- Event Planning and Project Management
- Venue and Vendor Coordination
- Event Logistics Management
- Exhibit and Outreach Activation Management
- Speaker and Program Coordination
- Registration and Attendee Coordination
- Event Technology Coordination
- Stakeholder Engagement
- Event Reporting and Evaluation
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What This Job Offers
Job Type
Full-time
Career Level
Manager
Number of Employees
1-10 employees
