Conference and Event Specialist

4 days ago

Washington, Washington, D.C., United States FEDSYNC Full time

FedSync, a forward-thinking organization driven by values of Accountability, Integrity, Teamwork, Value, Innovation, and Quality, is seeking an exceptional Conference and Event Specialist to join our team.

Role Overview:

The Meeting Planning Support Specialist will play a pivotal role in the planning and execution of conferences, meetings, and trade shows across diverse locations. This position involves close collaboration with program offices to select suitable venues, coordinating pre-event and on-site logistics, and ensuring seamless event operations. The specialist will support approximately 15-20 meetings per year, adapting services based on meeting size and regional requirements.

Main Responsibilities:

  • Event Coordination:
    • Assist in the strategic planning and execution of conferences, meetings, and trade shows in partnership with the program office.
    • Coordinate pre-trade show activities with exhibitors, including set-up, dismantling, security, and exhibit hall special events.
  • Site Selection:
    • IDentify and evaluate potential hotels and meeting venues that align with each meeting's specific needs (size, location, and availability).
    • Conduct site visits, engage in discussions with hotel representatives, and facilitate Letters of Intent with audio-visual and hotel providers.
  • On-Site Event Management:
    • Provide on-site support for conference management, including registration, monitoring, A/V setup, and vendor coordination.
    • Ensure efficient communication with speakers and exhibitors for smooth event flow and experience.
  • Documentation and Records:
    • Maintain accurate and comprehensive records through thorough note-taking during planning meetings.

Qualifications:

  • Education:
    • Bachelor's Degree preferred.
  • Experience:
    • Minimum of three (3) years of relevant experience in meeting or event planning.
  • Skills:
    • Proficiency in managing all phases of large conference and trade show planning and execution.
    • Strong organizational and communication skills, with the ability to handle multiple tasks and deadlines.
    • Adaptability in managing event requirements based on meeting size and complexity.

Estimated Salary Range: $65,000 - $90,000 per annum, depending on experience and qualifications

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