Project Manager Events for Science based Organization

LaVoieHealthScience

10d

About The Position

Task 2: Events-specific logistical, planning, project management services, and support Labor Categories: Work to be performed by Project Manager-Events; Events Coordinator Service Requirements: Ability to manage multiple large/high profile events simultaneously. Ability to handle quick-turnaround (i.e. within the hour or same day) requests. Recommend and reserve (once approved) audience-appropriate offsite venues for nation-wide outreach opportunities. Recommend engaging format options for outreach activities, including but not limited to activities such as expo events, networking sessions, breakout sessions, or concurrent sessions. Coordinate any building security needs with the venue and NSF. Oversee all logistical elements of designated events, including but not limited to working with the venue staff to manage venue contracts (i.e. electric, internet, rentals, etc.), signage/decor, shipping to and from events, and overseeing any catering needs. Independent room setup and take down for smaller events/projects. Provide pricing/purchasing for signage/décor in concert with the NSF branding team. Provide set-up, breakdown, and support throughout event to ensure it runs smoothly. This may require expertise in coordinating with venue staff and others regarding special access for items/equipment in storage during shows. Responsible for coordinating on-the-ground material, equipment, or product purchases with OLPA contact onsite (submit documentation to COR, OLPA contact and Event Manager within one business day post event). Task 3: Trade show/Expo style Exhibit/Activation Kit Labor Categories: Work to be performed by Project Manager-Events; Event Coordinator Ability to design, build, manage, maintain, ship, store, set up and tear down an expo-style booth or activation kit. Kits may change based on the event, and may include some, all, or none of the below, potentially requiring customization depending on the event. A potential exhibit kit might include: Chairs Tables Custom Cabinets Flooring/Carpet/Carpet padding Monitors Seating Lighting Handouts Hanging signs Lockable storage solutions Item displays Furniture as appropriate Projectors Laptops VR/AR/XR equipment Cords/cables/connectors Walls/Custom printed graphic walls Other equipment and materials as designated Expo requirements: Experienced staff able to engage with and manage relationships with event coordinators for various events/exhibits/expos. Experienced staff with the demonstrated ability to work from established talking points and provide excellent customer service to visitors to the NSF event space. Ability to provide recommendations for design, buildout, and implementation of a physical NSF booth exhibit. Access to and permission for emergency on-the-ground purchasing (i.e. additional copies of materials, extra printing, etc.). Ability to manage, maintain, and forecast inventory levels and materials. Ability to manage day-to-day operations independently with high levels of coordination, professionalism, and customer service. Ability to anticipate needs and requirements for various events/expos and work closely with NSF staff to ensure that needs are met. Current expertise/knowledge of best practices for large-scale expo events. Example events include SXSW, Consumer Electronics Show, scientific conferences, press conferences, symposiums. Experience working with various shipping companies and groups to ensure timely delivery and return of events materials either from site to storage or site to site as required. Capability to deploy expo kit(s) to events either early-warehouse access or direct-to-site as required, and ability to ship either return to base or directly to other events as necessary. Ability to send a team (potentially including staff outside of the designated event coordinator(s)/manager(s)) to event sites to coordinate and assist with setup and breakdown on the show floor. The team should have the necessary experience and knowledge to resolve any issues that may arise with the expo/event coordinators (with NSF input as necessary and within normal business practices of issue resolution). These activities should be able to be performed with limited involvement of NSF staff (unless decisions/payment are required).

Requirements

Ability to manage multiple large/high profile events simultaneously.
Ability to handle quick-turnaround (i.e. within the hour or same day) requests.
Recommend and reserve (once approved) audience-appropriate offsite venues for nation-wide outreach opportunities.
Recommend engaging format options for outreach activities, including but not limited to activities such as expo events, networking sessions, breakout sessions, or concurrent sessions.
Coordinate any building security needs with the venue and NSF.
Oversee all logistical elements of designated events, including but not limited to working with the venue staff to manage venue contracts (i.e. electric, internet, rentals, etc.), signage/decor, shipping to and from events, and overseeing any catering needs.
Independent room setup and take down for smaller events/projects.
Provide pricing/purchasing for signage/décor in concert with the NSF branding team.
Provide set-up, breakdown, and support throughout event to ensure it runs smoothly.
Responsible for coordinating on-the-ground material, equipment, or product purchases with OLPA contact onsite (submit documentation to COR, OLPA contact and Event Manager within one business day post event).
Ability to design, build, manage, maintain, ship, store, set up and tear down an expo-style booth or activation kit.
Experienced staff able to engage with and manage relationships with event coordinators for various events/exhibits/expos.
Experienced staff with the demonstrated ability to work from established talking points and provide excellent customer service to visitors to the NSF event space.
Ability to provide recommendations for design, buildout, and implementation of a physical NSF booth exhibit.
Access to and permission for emergency on-the-ground purchasing (i.e. additional copies of materials, extra printing, etc.).
Ability to manage, maintain, and forecast inventory levels and materials.
Ability to manage day-to-day operations independently with high levels of coordination, professionalism, and customer service.
Ability to anticipate needs and requirements for various events/expos and work closely with NSF staff to ensure that needs are met.
Current expertise/knowledge of best practices for large-scale expo events. Example events include SXSW, Consumer Electronics Show, scientific conferences, press conferences, symposiums.
Experience working with various shipping companies and groups to ensure timely delivery and return of events materials either from site to storage or site to site as required.
Capability to deploy expo kit(s) to events either early-warehouse access or direct-to-site as required, and ability to ship either return to base or directly to other events as necessary.
Ability to send a team (potentially including staff outside of the designated event coordinator(s)/manager(s)) to event sites to coordinate and assist with setup and breakdown on the show floor.