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Meeting Planner

4 months ago

Alexandria, United States Red Carrot Full time

Red Carrot is seeking a Meeting Planner to join a team supporting our federal government client. The individual will provide logistics support for various meetings, events, and conferences ranging in size from 50 – 5,000 people locally (Washington, DC area) and in locations across the United States. This position requires working on-site two to three days a week in Alexandria, Virginia, and on-site for events.  
 

KEY RESPONSIBILITIES:  

  • Pre-event meeting coordination: coordinate with vendors, recommend exhibit styles, order materials/catering, and day of/day before setup.  

  • Be on-site for events either at the client’s HQ or other locations. 

  • Identifying appropriate handout materials.  

  • Managing shipping to and from venues.  

  • Recommending new/different handout materials in keeping with current best practices.  

  • Organizing and facilitating hybrid, physical, or virtual participation for attendees.  

  • Identifying and coordinating accessibility measures.  

  • Provide expert guidance on the most efficient and effective options for building/curating/creating exhibits, supplies, and experiences to suit specific event needs/sizes.  

  • Provide direct support to internal and external events, including managing venue requirements, identifying signage needs, and coordinating visual identity materials.  

  • Track and report invitations and attendance.  

  • Identify, organize, and manage an inventory of educational information resources and other outreach materials. 

  • Ensure materials meet agency requirements.  

  • Proactively identify and communicate about future events.  

  • Recommend new outreach materials. 

  • Purchase materials and other supplies as directed. 

  • Maintain an organized inventory of all materials. 

  • Venue teardown. 

  • Other requirements as needed.  

QUALIFICATIONS:  

Must Haves:  

  • 2+ years of government event planning experience. 

  • Must have at least a bachelor’s degree. 

  • Proficient in Office 365.  
  • Experience creating and managing an organizational presence at large-scale, national events (i.e. SXSW, Consumer Electronics Show, San Diego Comic-Con, etc.) 
  • Familiarity with federal requirements for purchasing, events, and subcontracting 

  • Ability to carry/maneuver various pieces of heavy equipment (50+lbs) for on-site events and exhibits (e.g., carrying banners/boxes of materials to rolling crates.) 

  • Ability to quickly adapt on-site events and exhibit planning and logistics skills to virtual platforms and environments.  

  • Ability to work closely with federal staff to understand needs and requirements and to engage independently in logistics activities (i.e. inventory, organization, vendor coordination, etc.) with minimal guidance.  

  • Communicate clearly and effectively to all stakeholders with professionalism, diplomacy, and tact. 

Nice to Haves:  

  • Experience developing event experiences for audiences of up to 100,000.  


 

BENEFITS AND WHY TO CHOOSE RED CARROT:   

At Red Carrot, we empower you to be a leader. We attract and develop talent from all backgrounds because we believe there’s strength in diversity, offering different perspectives and skills. Together, we can solve our client’s biggest challenges. We offer a competitive compensation and benefits package.  

  • Training and Development – All team members have a training budget and are eligible for tuition reimbursement after their first year of employment.  

  • Healthcare – Red Carrot provides paid top-tier medical, dental, vision, and long-term disability coverage.  

  • 401(k) Plan – Team members can enroll in a 401(k) retirement plan with company matching and no vesting period.  

  • Profit Sharing – Red Carrot provides a discretionary profit-sharing plan to all eligible employees after one year of employment.  

  • Virtual Work – Red Carrot provides up to 100% telework opportunities.  

  • Paid Time Off – Red Carrot provides flexible work hours, paid time off, and 11 federal holidays.  

  

More about us at Red Carrot:  

Red Carrot is both a trusted and award-winning agency with extensive experience providing clients with innovative solutions. We create inspiring team stories, conduct actionable research, and excel at recruiting and managing team talent. Our track record for organizing and hosting memorable conferences and events indeed speaks for itself.  

About Us

Red Carrot is an award-winning, woman-owned small business that is growing rapidly in the federal government space. Our team is fueled by passion, backed by intelligence, and built on expertise. From our inception, we have leveraged industrial engineering principles and data analytics to craft highly efficient solutions for clients’ complex needs. As we have grown, we remain focused on research-centric, data-informed, and audience-oriented, while expanding our range of expert capabilities.

Headquartered in Miami, Florida, we have a strong and continually growing presence in Washington, D.C., as well as team members and clients all over the country. We understand the importance of overcoming geographic limitations to provide the best, all-encompassing service to our clients. Red Carrot builds client capacity by implementing Strategic Communications, Customer Experience, Management Consulting, and Human Capital Solutions on behalf of our clients.

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