Professional Event and Trade Show Planner

Please note: This position description is for a Request for Quote (RFQ) response. There is no active vacancy at this time.

About FedSync:

Since our inception, FedSync has been driven by the core values of Accountability, Integrity, Teamwork, Value, Innovation, and Quality. These values define who we are and guide us in every project. Our vision is to partner with the brightest, most forward-thinking individuals to deliver solutions that anticipate the needs of tomorrow. Our mission is to provide the federal government with innovative and proven solutions, equipping them with the tools and talent necessary to meet future challenges. At FedSync, people matter - both to us and to our clients.

Position Overview:

The Meeting Planning Support Specialist will provide comprehensive support for planning and executing conferences, meetings, and trade shows across various locations. This role involves working closely with program offices to select suitable venues, coordinating pre-event and on-site logistics, and ensuring smooth event operations. The specialist will support approximately 15-20 meetings per year, adapting services based on meeting size and regional requirements.

Key Responsibilities:

• Event Coordination

  • Assist in the planning and execution of conferences, meetings, and trade shows in collaboration 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

  • Take thorough notes during planning meetings to maintain accurate and comprehensive records.

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.

Location Requirements:
Must be able to support meetings nationwide, with flexibility to travel as required by event locations.

Equal Opportunity Employment Statement:

FedSync is an equal opportunity employer. We do not discriminate based on race, color, religion, sex, gender, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or any other non-merit factors.

Acceptable background check including criminal history background check and drug screen.