Events Project Manager

Event Planning and Project Management

• 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.

Venue and Vendor Coordination

• 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.

Event Logistics Management

• 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.

Exhibit and Outreach Activation Management

• 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.

Speaker and Program Coordination

• 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.

Registration and Attendee Coordination

• Manage RSVP and registration systems for events.
• Coordinate attendee communications and logistics.
• Maintain attendee lists and event documentation.

Event Technology Coordination

• Coordinate event technology including audio/visual systems, presentations, and livestream capabilities.
• Ensure technical requirements are met for both in-person and virtual events.

Stakeholder Engagement

• 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.

Event Reporting and Evaluation

• Track event outcomes and provide post-event summaries and documentation.
• Assist with compiling event reports and operational metrics.

Required Qualifications

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.

Preferred Qualifications

• 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.

Key Skills

• Event project management
• Conference and exhibition planning
• Logistics and vendor coordination
• Stakeholder engagement
• Event program development
• Problem solving and adaptability

Professional communication and leadership