IT Event Coordinator

Position Summary

This is an ONSITE position located in Alexandria, VA.

National Capitol Contracting (NCC) is seeking an energetic IT Event Coordinator to join our team. This role is responsible for planning and executing conferences and events by coordinating logistics, vendor partnerships, on-site operations, and attendee support to ensure seamless event delivery and a positive participant experience. The role requires technical aptitude to support audio visual and technology setup, troubleshoot event-related issues, and collaborate with Audio Visual, Multimedia, and Event Support teams. The ideal candidate will have an understanding of live event production environments, including recorded live events, and familiarity with audio equipment operations.

Key Areas of Responsibility

• Collaborate with clients and event planners to understand conference requirements, objectives, and budget constraints.
• Coordinate logistical aspects of events, including venue selection, room layouts, audio visual equipment, microphone setup and usage, and event technology requirements. Assist with pre-conference preparation activities, including attendee registration materials production and supplier coordination.
• Support live event operations, including recorded live events, by assisting with event technology, audio visual coordination, and basic production workflows.
• Utilize operational knowledge of webcast environments and live event technologies to support event execution. While deep technical expertise is not required, an operator-level understanding of webcast and live event systems is preferred.
• Communicate with vendors as needed in support of the event, which may include catering, transportation, NIH campus security, NIH Police, and service providers to arrange catering, transportation, security, and other essential services.
• Oversee on-site conference operations, ensuring all arrangements are implemented smoothly and according to plan.
• Assist with setup, operation, and troubleshooting of microphones, audio visual equipment, and event technology systems to ensure seamless event delivery.
• Troubleshoot issues or challenges that may arise during conferences and provide prompt resolutions.
• Serve as a point of contact for attendees, addressing inquiries, providing assistance, and ensuring a positive participant experience.
• Conduct post-conference evaluations and gather feedback to assess event success and identify areas for improvement.
• Stay updated on industry trends, best practices, and emerging technologies related to conference and live event services.
• Collaborate with cross-functional teams including Audio Visual, Multimedia, and Event Support Specialists to support overall business objectives.

Minimum Requirements

• Ability to obtain and maintain a Public Trust clearance (must be able to pass a criminal background and credit check).
• Experience coordinating conferences, meetings, live events, or recorded events, including logistics planning and on-site event support.
• Experience supporting live event environments with understanding of event production workflows, particularly for recorded live events.
• Working knowledge of microphone usage and operation in conference or event settings.
• Technical aptitude with audio visual equipment, event technology, webcast operations, and troubleshooting technical issues during events.
• Operator-level understanding of webcast technologies and workflows preferred; subject matter expertise is not required.
• Experience coordinating vendors and service providers (e.g., catering, transportation, security, venue services).
• Technical knowledge of Microsoft Outlook, Teams, Word, Excel, Visual One, and Resource Management Systems.
• Excellent written and verbal communication, interpersonal, organizational, and planning skills.
• Ability to work with outside vendors to ensure customer satisfaction across all events.
• Comfortable conducting site inspections and client presentations.

Environment/Physical Demands

• Requires the ability to read and interpret event documentation, attendee information, and visual materials; support event setup and equipment placement; distinguish colors for event materials and resource management systems; and work extended periods using computers to review documents, coordinate logistics, and enter data into systems.