Events Project Manager

About Viderity

Viderity is a HUBZone-certified and Woman-Owned Small Business (WOSB) delivering award-winning IT, digital, and creative solutions across federal and commercial markets. Our services span application development, creative services, cybersecurity, data analytics, strategic communications, event management, training, and program management. With over 15 years of proven success and exceptional past performance, we empower clients with innovative, measurable results.

Position Overview

The Events Project Manager is responsible for the planning, coordination, and execution of meetings, conferences, outreach events, and trade show exhibits in support of the Office of Legislative and Public Affairs (OLPA) at the U.S. National Science Foundation (NSF). This role oversees end-to-end event logistics, project management, and vendor coordination to ensure events are delivered efficiently, professionally, and in alignment with organizational objectives. The Events Project Manager collaborates with internal stakeholders, venue partners, and vendors to manage event operations, audience engagement activities, and exhibit activations across both in-person and virtual environments.

Key Responsibilities

Event Planning and Coordination

• Lead the planning, coordination, and execution of meetings, conferences, outreach events, and trade show exhibits.

• Provide logistical support for internal and external events, including venue management, signage, invitations, attendance tracking, and other operational requirements.

• Research event requirements and context to ensure the NSF Director and OLPA staff are prepared to engage effectively with stakeholders and event audiences.

• Recommend and reserve (once approved) audience-appropriate venues and event formats such as expos, networking sessions, breakout sessions, and concurrent sessions for nationwide outreach.

• Manage multiple large or high-profile events simultaneously and respond to quick-turnaround requests (within the hour or same day).

• Adapt on-site event and exhibit planning and logistics to virtual platforms and environments.

Event Logistics and Operations

• Oversee venue coordination, including contracts, electrical services, internet, rentals, decor, signage, and catering.

• Coordinate building security requirements with the venue and NSF.

• Manage shipping and receiving logistics for event materials, including direct-to-site delivery, advanced warehouse shipments, overnight shipping, and event-to-event transfers.

• Provide on-site setup, breakdown, and support throughout events, including independent room setup and take down for smaller events.

• Coordinate on-site purchases of materials and equipment and submit documentation within one business day after each event.

• Ensure events comply with federal requirements such as Section 508.

Exhibits, Expos, and Activation Management

• Design, build, manage, maintain, ship, store, set up, and tear down expo-style booths and activation kits, customized for each event.

• Manage relationships with expo organizers, trade show vendors, and exhibit production partners.

• Provide recommendations for booth design, exhibit displays, and visitor experiences aligned with event objectives.

• Manage, maintain, and forecast inventory of outreach materials, educational resources, and exhibit assets.

• Lead on-site teams supporting setup and breakdown on the show floor and resolve issues with expo and event coordinators.

Speaker and Attendee Coordination

• Manage the invitation and RSVP process using platforms such as Eventbrite.

• Recommend speakers, moderators, and facilitators for events.

• Collect speaker bios and headshots, provide agendas, background, and logistics information, and coordinate dry runs before events.

Reporting and Communication

• Develop and distribute event surveys, reports, and other data on events and exhibits.

• Develop a run of show and provide regular timeline updates.

• Prepare detailed after-action reports for each event.

• Provide weekly reports and lead weekly update meetings with an advance agenda.

Qualifications

General Requirements

• Expert level of experience with the Adobe Creative Cloud suite.

• Expert level of experience with the Microsoft Office suite.

• Ability to gather requirements from stakeholders and work collaboratively within a team as well as independently on assigned projects.

• Ability to take creative direction from stakeholders.

• Demonstrated expert level of experience with asset management systems.

• Demonstrated expert level of experience working with major trade exposition companies, including managing relationships, purchasing materials and services, and coordinating logistics.

• Demonstrated ability to manage shipping and receiving logistics, including direct-to-site shipping, shipping to advanced warehouse, overnight shipping, and event-to-event shipping.

• Ability to generate detailed after-action reports for each event.

• Ability to carry and maneuver heavy equipment (50+ lbs) for on-site events and exhibits.

• Willingness to travel, including national and international destinations, and to work occasional early mornings, evenings, or weekends.

Specific Requirements

• Bachelor's degree or equivalent from a four-year college.

• Seven years of professional experience with trade show style events and exhibits.

• Professional, expert level of experience with project management/planning software.

• Professional, expert level of experience managing large teams.

• Expert level of experience with current best practices for demonstrations and exhibit spaces.

Candidates should be prepared to share work samples, including 3 to 5 photos of expo-style booths they have managed, a sample inventory forecasting report (PDF, dashboard link, or screenshot), and a sample event checklist.

What We Offer

• Competitive annual salary (commensurate with experience).

• On-site role at NSF in Alexandria, VA.