Conference and Events Coordinator

We are seeking an organized, proactive, and experienced Conference and Events Coordinator to join our dynamic team on a contract basis. This role will be instrumental in planning, organizing, and executing a variety of conferences and events in Rockville, MD. The ideal candidate will have a keen eye for detail, excellent project management skills, and a proven track record in event planning and coordination.

Responsibilities:

Event Planning and Coordination:

• Plan, coordinate, and execute conferences, seminars, workshops, and other events from conception to completion.
• Develop event timelines, schedules, and detailed work plans.
• Coordinate with vendors, sponsors, and stakeholders to ensure smooth event operations.

Budget Management:

• Create and manage event budgets.
• Track and report on event expenses, ensuring adherence to budget constraints.
• Negotiate contracts with vendors and suppliers to secure cost-effective services.

Logistics and Operations:

• Arrange event logistics, including venue selection, catering, transportation, accommodations, and audiovisual requirements.
• Oversee event setup, execution, and teardown.
• Ensure compliance with all health, safety, and legal requirements.

Marketing and Communication:

• Collaborate with the marketing team to develop promotional materials and marketing campaigns for events.
• Manage event registrations, attendee communications, and on-site registration processes.
• Handle event inquiries and provide exceptional customer service to attendees.

Evaluation and Reporting:

• Conduct post-event evaluations to assess event success and identify areas for improvement.
• Compile and present event reports, including attendee feedback, financial performance, and overall impact.

Qualifications:

• Bachelor’s degree in Event Management, Hospitality, Marketing, or a related field.
• Minimum of 3-5 years of experience in event planning and coordination, preferably in a corporate or conference setting.
• Strong project management skills with the ability to manage multiple events simultaneously.
• Excellent organizational and time management skills.
• Proficient in event management software and tools.
• Strong negotiation and problem-solving skills.
• Exceptional communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Flexibility to work evenings, weekends, and travel as required.