Corporate Event Planner

3 weeks ago

Arlington, United States Fedtech, Inc. Full time

Job DescriptionIf you are an expert at seamlessly executing corporate events - then we should talk.Who we are: FedTech is a group of entrepreneurially minded people on a mission to unlock the benefits of technology. We believe in the value of deep tech and its positive impact on the world, aspiring to democratize access to it for entrepreneurs and professionals around the world. We are venture builders who thrive at the intersection of US entrepreneurship, breakthrough technologies, and mission-driven organizations. Since 2015, we have successfully driven deep tech ventures with individuals, companies, universities, and government agencies to stay at the bleeding edge of innovation. What you'll do:As an Event Planner at FedTech, you will collaborate with the Marketing team to meticulously plan and execute large corporate events with 200+ attendees. We have events occurring frequently (a minimum of 6-7 events per year) across the country throughout the year. Your attention to detail, organizational skills, and ability to coordinate with vendors and internal teams will ensure the success of each event.Typical functions include: Initial Planning Duties: Confirm event dates and collaborate with the team and convention services to establish event flow and layout. Coordinate with the in-house marketing team to create digital invitations with accurate details. Monitor deadlines for invitation approval and distribution. Receive and track RSVPs from guests. Coordinate sound requirements, including in-house arrangements and external contracts. As Needed: Obtain and negotiate contracts with photographers, videographers, decorators, rental companies, musicians, and other vendors as required. Conduct on-location walkthroughs with vendors. Plan Activities/Creation of Event Day Timeline: Finalize event activities and formalities with the team. Develop planning timelines for vendors, ensuring smooth setup and breakdown processes. Coordinate payment schedules and other vendor requirements to prevent defaults. Discuss directional signage and layout for event spaces, including rental needs. Plan welcome table setup and check-in process for guests. Create comprehensive event day timelines, incorporating all activities and formalities. Finalize guest counts and seating arrangements, considering special dietary requirements. Assist in ordering seating charts, escort cards, and other printed items. Coordinate with vendors to communicate important details and selections. Event Day Activities: Oversee vendor setup and make real-time adjustments as necessary. Ensure all event spaces are ready according to the timeline. Supervise the registration area and assist the welcome team. Oversee photography and videography to capture essential moments. Coordinate with speakers and Emcee for smooth event flow. Manage any timeline adjustments during the event. Supervise breakdown of event spaces. Post-Event Tasks: Follow up with vendors to ensure contract completion. Assist in locating and returning any missing items or rentals. Address any post-event issues or concerns, including vendor contract breaches. Successful candidates will have the following qualifications: Completion of bachelor's degree Proven experience planning and executing corporate events. Experience with government events is a plus. Excellent communication skills with the ability to effectively collaborate with team members and clients. Ability to work well under pressure and meet tight deadlines. Strong attention to detail and the ability to work independently while also accepting feedback and direction. Prior experience working in a fast-paced environment and managing multiple projects simultaneously. Our Values: Boldness: We have the fortitude to forge new paths and push beyond our comfort Unity: We treat our clients, team members and partners as we would like to be treated - we are one united team Introspection: We recognize introspection is the necessary ingredient in which self-improvement flourishes Leadership: We embrace servant leadership - putting the interests of client, team partners and partners first Decisiveness: We have a strong bias towards action Compensation: Pay Range - $30-40/hour based on experience.This position will be a part-time position with the potential to convert to a full-time permanent (W2) role based on performance and needs. Upon conversion to a full-time role, employees will receive base, bonus, benefits and have the potential to earn equity in FedTech.Location:We are open to candidates from any of the following locations: Arlington (VA), Austin (TX), and Boston (MA). Travel:Requires frequent travel, with a minimum expectation of 10 trips annually. Travel expenses will be reimbursed.Equal Employment Opportunity:At FedTech, we are committed to providing a diverse and inclusive work environment, free from discrimination and harassment. We value the unique perspectives and contributions of every individual no matter their race, color, ethnicity, religion, sex (including pregnancy, childbirth, lactation or related medical conditions), national origin, ancestry, age, marital status, sexual orientation, gender identity and expression, disability, veteran status, military or uniformed service member status, genetic information, or any other status protected by applicable federal, state, local, or international law.

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