Events Project Manager

Position Overview

The Events Project Manager is responsible for the planning, coordination, and execution of meetings, conferences, outreach events, and trade show exhibits in support of the Office of Legislative and Public Affairs (OLPA). This role oversees end-to-end event logistics, project management, and vendor coordination to ensure events are delivered efficiently, professionally, and in alignment with organizational objectives. The Events Project Manager collaborates with internal stakeholders, venue partners, and vendors to manage event operations, audience engagement activities, and exhibit activations across both in-person and virtual environments.

Key Responsibilities

Event Planning and Coordination

• 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.

Event Logistics and Operations

• 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.

Exhibits, Expos, and Activation Management

• 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.

Speaker and Attendee Coordination

• 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.

Reporting and Communication

• 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.

General 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.

Specific Requirements

• 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.