Events Coordinator

This position plans, organizes, and executes various events (corporate or promotional), managing every detail from concept to completion. Key responsibilities include vendor negotiation, venue selection, budget management, timeline creation, on-site logistics, and ensuring client/guest satisfaction. They are the main point of contact for all event-related inquiries and problem-solving.

Key Responsibilities

• Provide logistics support for a variety of meetings, events and conferences  

• Provide direct support to internal and external events to include managing venue requirements, signage, invitations, attendance, and other requirements as needed.       

• Research requirements and context for various events, meetings and conferences, to ensure that the NSF Director and OLPA Staff are prepared to interact with various audiences and stakeholders.  

• Identify and manage inventory for educational information resources and other outreach materials.  

• Coordinate exhibit design, technology, and management with designated vendors/partners.  

• Provide expert guidance on the most efficient and effective options for building/curating/creating exhibits and activations, supplies and experiences to suit specific event needs.  

• Ability to carry/maneuver various pieces of heavy equipment (50+lbs) for onsite events and exhibits (e.g., carrying banners/boxes of materials to rolling crates.)  

• Can easily adapt onsite events and exhibits planning and logistics skills to virtual platforms and environments.  

• Have access to equipment such as a laptop, Adobe CS, Microsoft Office Suite, and other project management and design programs as needed.  

• Familiar with federal requirements (e.g. 508 compliance) and will ensure NSF is compliant with such regulations.  

• This labor category may involve some travel by one or more individuals. 

• Recommend speakers and moderators and/or facilitators for events.  

• Manage the invitation and RSVP process, including a platform (i.e. EventBrite or other RSVP management platform) landing page where attendees can submit their RSVP.  

• Collection and organization of invitation contact information.  

• Collecting speaker, moderators and/or facilitators headshots and bios.  

• Help prepare speakers/moderators by providing required materials, agendas, background information, logistics information, and assist with coordinating a dry run for all speakers/session moderators and event managers prior to the event to ensure everyone is well prepared.  

• Develop and distribute surveys, reports, and other data regarding events and exhibits as requested.  

• Weekly reports and update meeting with advance agenda.  

• The contractor shall provide the necessary travel and accommodation, including making the necessary travel arrangements, to accomplish projects for which NSF determines on-location work by the contractor is needed. Costs do not exceed $25k.    

• Contractor travel may be required to support this requirement.  The COR will provide a minimum 3-day notification to the contractor in advance of any travel required under this Order. All travel required by the Government outside the local commuting area(s) will be reimbursed to the contractor in accordance with the Federal Travel Regulations. The contractor shall be responsible for obtaining COR pre-approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.   

• The Contractor shall be responsible for coordination of travel in support of Government requirements.  The Contractor shall be required to invoice in accordance with FAR 31.205-46, Travel Costs, and Federal Travel Regulations (FTR), and must submit documentation and receipts of all travel costs.  Only the contractor's actual direct costs proposed in accordance with the terms of the Call order (and contract it was placed against) associated with Non-Local Travel shall be reimbursed; no profit or prime contractor fee shall be added.  Non-Local Travel is defined as travel that is more than 50 miles (using the quickest route on Google maps) from the contractor's regular Primary Place of Performance (the place where they incur/perform 80% of their hours worked under this order).   

• The contractor shall not be reimbursed for any "Local Travel." Local Travel defined travel within 50 miles (using Google Maps driving directions) as the contractor personnel's primary place of performance where they perform the majority of their hours under the Call order.   

• Travel may include but not be limited to national and international destinations where the National Science Foundation Director may travel on official business, and/or where the Office Head, Office of Legislative and Public Affairs may travel on official business.   

• Provide regular timeline updates.   

• Develop a Run of Show (presentation) for the event.   

• Any other activity related to logistics and planning deemed necessary by NSF/OLPA staff.