Events Project Manager

Viderity is a HUBZone-certified and Woman-Owned Small Business (WOSB) delivering award-winning IT digital and creative solutions across federal and commercial markets. Our services span application development creative services cybersecurity data analytics strategic communications event management training and program management. With over 15 years of proven success and exceptional past performance we empower clients with innovative measurable results.

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.

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

• Bachelors 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.

WorkSamples - EventsProjectManager

• 3-5 Pictures of expo-style booths they have managed

• A sample (pdf/link to a dashboard or system/screenshot) report of inventory forecasting

• A sample event checklist

• 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.