Events Project Manager

Role Overview

• Lead the planning, coordination, and execution of meetings, conferences, outreach events, and trade show exhibits.
• Provide logistical support for internal and external events, including venue management, signage, invitations, attendance tracking, and other operational requirements.
• Research event requirements and context to ensure leadership and staff are prepared to engage effectively with stakeholders and event audiences.
• Recommend appropriate venues and event formats such as expos, networking sessions, breakout sessions, and concurrent sessions to support outreach objectives.
• Manage multiple high-profile events simultaneously and respond to time-sensitive or quick-turnaround requests.
• Oversee venue coordination including contracts, electrical services, internet, rentals, décor, signage, and catering arrangements.
• Coordinate building security requirements with venue staff and internal stakeholders.
• Manage shipping and receiving logistics for event materials, including direct-to-site delivery, advanced warehouse shipments, overnight shipping, and event-to-event transfers.
• Provide on-site support including event setup, breakdown, equipment coordination, and troubleshooting to ensure events run smoothly.
• Coordinate purchasing of event-related materials and ensure documentation and reporting are completed following events.
• Coordinate design, development, and implementation of trade show exhibits and experiential activations.
• Manage relationships with expo organizers, trade show vendors, and exhibit production partners.
• Oversee the design, build, management, shipping, storage, setup, and breakdown of expo-style booth exhibits or activation kits.
• Provide recommendations for booth design, exhibit displays, engagement strategies, and visitor experiences aligned with event objectives.
• Manage inventory of outreach materials, educational resources, and exhibit assets.
• Coordinate invitation management, RSVP tracking, and attendee engagement using event platforms such as Eventbrite or similar tools.
• Identify and recommend speakers, moderators, or facilitators for events.
• Manage speaker communications including collection of biographies, headshots, and presentation materials.
• Coordinate speaker preparation including event briefings, agendas, background information, logistics details, and rehearsal sessions.
• Develop and distribute event surveys, analytics, and performance reports.
• Prepare detailed after-action reports documenting event outcomes, insights, and recommendations.
• Provide weekly updates and participate in status meetings with project stakeholders.

Requirements

• Expert-level proficiency with Adobe Creative Cloud (e.g., Illustrator, InDesign, Photoshop) for design of event materials, exhibits, and signage.
• Expert-level proficiency with the Microsoft Office Suite, including PowerPoint, Excel, Word, and Outlook.
• Demonstrated ability to gather requirements from stakeholders and translate objectives into actionable event plans.
• Ability to work collaboratively within cross-functional teams as well as independently on assigned projects.
• Ability to interpret and execute creative direction from leadership and stakeholders.
• Expert-level experience with asset management systems to organize and maintain event materials and digital assets.
• Demonstrated expertise working with major trade exposition companies, including managing vendor relationships, purchasing materials and services, and coordinating logistics.
• Proven ability to manage complex shipping and receiving logistics, including advanced warehouse shipments and event-to-event transfers.
• Ability to develop comprehensive after-action reports documenting event outcomes and recommendations.
• Bachelor’s degree or equivalent from an accredited four-year college or university.
• Minimum seven (7) years of professional experience supporting trade show-style events, exhibits, and large-scale outreach initiatives.
• Expert-level experience with project management and planning software used to manage event timelines, resources, and logistics.
• Expert-level experience managing shipping and receiving logistics, including direct-to-site shipping, advanced warehouse shipments, overnight delivery, and event-to-event transfers.
• Demonstrated expertise working with major trade exposition companies, including vendor management, logistics coordination, and procurement of event materials and services.
• Professional experience managing large teams responsible for event operations, logistics, and exhibit support.
• Expert-level knowledge of current best practices for demonstrations, trade show exhibits, and experiential event spaces.

Tech Stack

• Cloud

Benefits

• Competitive hourly rate (commensurate with experience)
• Flexible, remote work arrangement
• Opportunity to contribute to a high-impact, federally mandated modernization initiative
• Collaborative environment with direct visibility on a nationally recognized federal program