Event Planner

Job Description

Opportunity in Washington, DC

The United States Agency for International Development (USAID) has contracted through CAMRIS International partnered with IAPWorld Services Inc., (IAPWS), to recruit and hire qualified individuals for the following position:

Title: Event Planner

Office of Science and Technology, United States Agency for International Development (USAID/OST)

Application Deadline: Open until filled

The Office of Science and Technology (OST), an independent office reporting to the USAID Administrator, aims to transform USAID into a global leader in development by pioneering and scaling evidence-driven products and approaches that utilize science and technology to address development challenges. The goals of the OST are to: 1. Advance revolutionary, multi-disciplinary applied research; 2. Accelerate global understanding of complex development problems through data and analytics; and, 3. Source, select, incubate, and scale transformative products and processes/approaches to improve the efficacy of development practices and reduce costs. The OST is one of the pillars of the USAID Forward reform agenda.

The Events Planner is an integral part of the communications team, working with the Senior Communications Leadership, various programs in OST including the Grand Challenge for Development, including initiatives like “Saving Lives at Birth” and others. With public interest in Science, Technology, Innovation and Partnership growing, and a focus on Health, and other major sectors the work of this position is essential to ensure consistent information coming from the Office of Science and Technology. The Events Planner will serve an integral team member on particular OST programs and will be responsible for implementing and contributing to the design and execution of the Office’s communications strategy. The individual must be able to handle several tasks simultaneously, work quickly to meet competing deadlines, develop a solid understanding of Agency policy and guidelines, incorporate practices and procedures and develop a thorough understanding of the President’s Initiative goals and other initiatives.

Background:

The Grand Challenges for Development (GCD) program, located in the Office of Science and Technology (OST), sources, selects, incubates, and scales innovators that utilize science and technology to overcome critical barriers to development. Since the GCD kickoff in early 2011, USAID has launched four GCDs: “Saving Lives at Birth,” and “All Children Reading” and “Making all Voices Count”, and “Powering Agriculture” including several rounds of grant competitions, convenings, and marketing campaigns to source process and product innovations that address critical barriers to development.

The Events Planner is a full-time position that will be a key member of USAID’s GCD Team. S/he will provide leadership and support for GCD outreach, communications, marketing, online community engagement and media support, website design and content generation. The work is primarily aimed at improving overall internal and external communications about specific GCDs.

The Events Planner will be fully integrated into the USAID OST GCD team and work closely with USAID GCD teams throughout the Agency as well as with contractor and sub-contractor partners that will be responsible for key communication deliverables. The Events Planner will lead the development and implementation of an internal and external strategic events planning including documents and implementation plan for each GCD. The communications and event planning tactics for each competition and prize will include supporting a series of events, launches, partner engagements and maintaining a robust, content rich online presence through a combination of blogs, reports, data publication, online community building, case studies, articles, newsletters, infographics, videos, social media etc. as well as hard copy marketing collateral that promotes the GCD innovations.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ROLES AND RESPONSIBILITIES:

Event Planning and Production

• Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the client.
• Aggressively gather information on each project to achieve quality event productions.
• Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
• Create and revised room layouts for each event.
• Propose new ideas to improve the event planning and implementation process.
• Serve as liaison with vendors on event-related matters.
• Assist with managing on-site production and clean-up for events as necessary.
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Close out all events as required.
• Responsible for coordinating events, including planning menus, booking musicians, putting up decorations, ordering flowers, hiring bartenders, and ensuring the event runs smoothly.
• Calculate budgets and ensure they are adhered to.
• Book talent, including musicians, bands, speakers, presenters, VIP’s, and music and entertainment providers.
• Experience running a full production level show, with scripting, AV cues, etc.
• Experience with video and live-casting events
• Select chefs or catering companies to prepare food for event.
• Sample food and select dishes for menus.
• Visit venue to plan layout of seating and decorations.
• Schedule speakers, vendors, and participants.
• Coordinate and monitor event timelines and ensure deadlines are met.
• Initiates, coordinates and/or participates in all efforts to publicize event.
• Edit and design promotional materials.
• Prepare and execute the logistics for press coverage.
• Prepare presentations.
• Develop and oversee fundraising events.
• Negotiate and secure event space.
• Secure sponsorships.
• Work with printer and designer to develop event invitations.
• Create invitee list.
• Send out invitations and manage RSVP list.
• Hire staff to manage the event, including bouncers and security personnel.
• Manage correspondence.
• Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
• Keep inventory of backdrops, projectors, computers, and other display materials.
• Manages and executes an event portfolio annually including ownership of event production, logistics, and audience management.
• Collaborates directly with the clients central marketing/communications to create invitations and event collateral.
• Directs event delivery model to ensure flawless execution of events according to client standards of excellence
• Ensure successful delivery of 3^rd party/ proprietary programs that drives business results
• Integrates event activity with other sales/ marketing activities to drive consistent brand messaging / integrity across campaign structure
• Ensure compliance to budget, expenses, and reconciliations on a per event basis
• Track record of driving right mix of event portfolio to ensure customer acquisition and education/ training for customer retention/ audience generation / prospective client events
• Successfully implemented event program standards/ measurements across events of any size, volume, type or location to drive business results
• Ability to suggest & enhance functionality on event management / tracking systems
• Extensive knowledge of event service providers in event locations and areas.

Event Administration:

• Assist with preparing budgets and provide periodic progress reports to staff directors for each event project.
• Keep track of event finances including check requests, invoicing, and reporting.
• Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
• Prepare and modify event contracts as requested
• To understand and comprehend the exact needs of the client.
• To negotiate and acquire lowest quotations from the service providers for the event. To inspect and ensure each and every detail of the event as per the client’s wish. This requires the planner to coordinate with the client and the service providers.
• To ensure the timely availability of supplies and services which may include - printing of invitations, marketing of the event (hoardings and brochures in case of large-scale events like exhibitions and fairs), security, transportation, audio-visual equipment, etc.
• To synchronize all the elements needed in the event in a systematic manner. This requires dealing with the service providers in a professional, yet cordial way.
• To supervise the final event and make sure that everything is happening exactly in the same manner as the client expected it to be. If there are any problems, the planner should be ready with plan B. Confidence and quick decision making is needed for this task.
• To meet different people invited in the event, and take feedback from them regarding their experience and satisfaction.
• To make payments to the various service providers after the event is over, and ensure that everybody gets their due amount in time.
• To work with exhibitors, sponsors, and others to ensure their needs are met and they are serviced well, while maintaining the core priorities of the direct client

CERTIFICATIONS, LICENSE, PHYSICAL REQUIREMENTS OR OTHER

EXPERTISE REQUIRED. The contractor must have:

• Proven project and event management skills
• Excellent communication skills, including writing, proof reading skills, and speaking.
• Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Ability to accomplish projects with little supervision.
• Fantastic customer service ethic and high expectations for quality.
• Bachelor’s degree preferred; significant work experience can substitute for the degree.
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches.
• 10 years of successful client side/corporate events experience
• Experience with planning and executing Government events preferred
• At least 5 years of managerial positions
• Articulate, polished, and able to present to all levels of management.
• Ability to work independently & work flexibly (travel and extended hours) under tight deadlines.
• Ability to work in fast-paced, detail-oriented environment

Personal Skills, Attributes, and Qualities

• Efficiency in multitasking
• Quick decision making
• Excellent negotiating skills
• Excellent problem-solving skills
• Calm and composed personality
• Excellent leadership skills
• Creativity and adaptability
• Pleasant and active personality
• Attention to detail
• High Energy
• Ability to work under stress and deadlines
• Demonstrates a degree of poise, patience, and ability to handle crisis situations effectively
• Possesses knowledge of the clients business and how their particular area or function fits into the “big picture.”
• Actively identifies and addresses issues/conflicts in a constructive manner by creating options for resolution
• Conducts oneself in a mature, professional manner
• Recognized as a reliable and credible resource in his/her expertise by his/her clients
• Viewed as a role model by entry level professionals as a result of his/her expertise
• Possesses a track record of meeting the designated criteria consistently
• Demonstrated technical and/or managerial competence through completion of/ or participation in projects or daily assignments
• Puts the needs of the client/customer first and puts Firm’s interests ahead of his or her self-interest.
• Possesses a track record of consistently conducting himself/herself in an ethical and exemplary manner and with the highest degree of integrity
• Insists on teamwork

• The position requires a college degree in related field. BA in communications, marketing, and/or a related field. Masters degree is preferred. Excellent interpersonal skills and ability to integrate into a team.
• Minimum of 3-5 years of experience in event planning or a marketing-related environment. National conference planning experience strongly desired.
• Proficiency in Microsoft Office Suite.
• Excellent general event planning, negotiation and communication skills, ability to work with variety of work/personality types, and above average writing skills.
• Deadline oriented, ability to manage multiple priorities, and experience working in team-based or collaborative settings.
• Excellent written and oral communication skills with concrete experience in strategic communications strategy design and execution.
• Previous experience in effectively addressing organizational objectives and strategic messaging through print and online media for events.
• Ability to work in a fast paced, high volume, multi-client environment.
• Interest and/or experience in international development and experience working with USAID or on USAID projects is highly desirable.
• Ability to work with minimal guidance, prioritize work, and handle multiple tasks under tight deadlines.
• Experience developing and maintaining relationship with media outlets and contacts.

• General knowledge and interest in global development, as well as interest in working for USG/public sector
• Demonstrated ability in communications program implementation and execution
• Proven record of excellent organizational, management and interpersonal skills. Ability and willingness to navigate within a large, complex federal agency to meet goals.
• Strong writing and editing skills
• Willingness to travel internationally (up to 20% of time)
• US Citizenship required
• Security Clearance Requested: SECRET

This is an opportunity for employment or a contract, but we reserve the right to make no selection or award.

CAMRIS International and IAP World Services Inc. offer competitive salaries and comprehensive benefits. Please submit your resume online at http://careers-camris.icims.com.

CAMRIS and IAP are Equal Opportunity Employers EOE M/F/D/V