Special Events Lead

Bluestaq US External•Colorado Springs, CO

4d•Onsite

About The Position

Bluestaq is seeking a Special Events Lead to own the full event portfolio — from national defense conference presence and a 500-person annual company event to the Day 1 experience every new hire walks into. This is a high-ownership, high-visibility role that requires equal parts creative vision and operational precision. The Special Events Lead defines how Bluestaq shows up — externally to the defense and space community, and internally to every person who joins the company. Your events are not backdrops; they are brand statements, culture signals, and mission moments. The booths you build at Space Symposium, the experience you create on a new hire's first morning, the annual event that reminds 500 people why they chose Bluestaq — each one carries the company's reputation. The work you do at this level is felt by customers, partners, recruits, and teammates long after the event ends.

Requirements

Proven ability to design unique and engaging event experiences that captivate audiences.
Exceptional ability to manage multiple events simultaneously with strong attention to detail.
Excellent verbal and written communication skills, with the ability to effectively interact with all levels of the organization.
Proactive and adept at identifying challenges and implementing effective solutions under pressure.
Strong relationship-building skills with vendors, partners, clients, and internal teams.
Demonstrated experience in creating and managing event budgets and negotiating contracts.
Proficiency in project management tools and Microsoft Office Suite.
Ability to adapt to changing circumstances and work flexible hours, including evenings and weekends as needed.
Meticulous in planning and executing events to ensure a flawless attendee experience.
Thrives in high-stress situations, remains composed when unexpected challenges arise, and quickly problem-solves while maintaining a positive attitude.
Expert at balancing multiple deadlines, prioritizing tasks, and ensuring no detail is overlooked in the planning process.
Skilled in customer service, approachable, and anticipates the needs of guests, vendors, and team members to ensure a seamless experience for all.
Proficient in event management software, virtual platforms, and the latest event technologies, with the ability to use project management tools to track timelines and tasks.
Flexible and quick to pivot when last-minute changes occur, without losing focus on the big picture or getting bogged down in minor details.
Able to craft a compelling narrative through event design and execution, ensuring a cohesive and engaging experience from start to finish.
Ensures that every event aligns with the company's brand and mission, integrating the organization’s values into every aspect of the event.
Collaborative mindset with the ability to lead cross-functional teams effectively.
Willingness to travel as needed for event planning and execution.
Minimum of 5 years of experience in event planning and coordination, particularly with large-scale events involving hundreds of attendees.
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift and carry up to 50 pounds — event setup and teardown require it.
Must be able to stand, walk, and remain on-site for extended periods during event execution.
Must be able to access and navigate all organizational facilities, including venue spaces that may require stairs, outdoor areas, or non-standard environments.
Occasional travel required, including transport of event materials and equipment.
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
Must be able to access and navigate each department at the organization's facilities.

Responsibilities

Lead the planning, coordination, and execution of all company events, including conference and symposium booths, large-scale annual parties, and multi-day conferences.
Develop innovative event concepts, themes, and experiences that align with Bluestaq's brand and objectives.
Source, negotiate, and manage relationships with vendors, suppliers, and venues to ensure quality services and cost-effectiveness.
Create and manage event budgets, tracking expenses to ensure events are delivered within financial parameters.
Oversee all logistical aspects of events, including scheduling, catering, transportation, accommodations, equipment rental, and on-site setup.
Provide hands-on leadership during events to ensure smooth operations, including troubleshooting and resolving any issues that arise.
Collaborate with internal teams and stakeholders to understand event goals, gather requirements, and provide regular updates.
Ensure all events comply with local regulations, safety standards, and company policies.
Conduct post-event analyses to assess success, gather feedback, and identify areas for improvement.
Develop and maintain detailed event timelines and project plans to ensure all deadlines are met.
Coordinate cross-functional teams involved in event execution, providing clear direction and fostering collaboration.