Events Coordinator

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 Coordinator 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 manages event logistics, vendor and venue coordination, shipping, and inventory to ensure events run smoothly and professionally. The Events Coordinator works with the Events Project Manager, internal stakeholders, venue partners, and vendors to support RSVP and speaker management, on-site setup and breakdown, and exhibit activations across both in-person and virtual environments.

Key Responsibilities

• Provide logistics support for a variety of meetings, events, and conferences, including venue requirements, signage, invitations, and attendance.

• Research requirements and context for events so that the NSF Director and OLPA staff are prepared to interact with various audiences and stakeholders.

• Recommend and reserve (once approved) audience-appropriate offsite venues for nationwide outreach, and coordinate building security needs with the venue and NSF.

• Oversee logistical elements of designated events, including venue contracts (electric, internet, rentals), signage and decor, shipping to and from events, and catering.

• Design, build, manage, maintain, ship, store, set up, and tear down expo-style booths and activation kits, and coordinate exhibit design and technology with vendors and partners.

• Identify, manage, and forecast inventory of outreach materials and exhibit equipment.

• Manage invitations and RSVPs through platforms such as Eventbrite, collect speaker headshots and bios, and help prepare speakers and moderators, including coordinating dry runs.

• Handle quick-turnaround requests and manage multiple large or high-profile events simultaneously.

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

• Develop run of show documents, regular timeline updates, weekly reports, surveys, and detailed after-action reports.

• Adapt on-site event and exhibit planning to virtual platforms when needed, and ensure compliance with federal requirements such as Section 508.

Qualifications

General Requirements

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

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

• Professional, expert level of experience managing shipping and receiving logistics, including direct to site shipping, shipping to advanced warehouse, overnight shipping, and event to event shipping.

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

• Demonstrated expert level of expertise in customer service.

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

• Demonstrated expert level of experience with asset management systems.

• Ability to gather requirements from stakeholders, take creative direction, and work collaboratively within a team as well as independently.

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

• Willingness to travel as required, and to work occasional early mornings, evenings, or weekends to support events.

Candidates should be prepared to share work samples such as photos of expo-style booths they have managed, a sample inventory system, and a sample event checklist.

What We Offer

• Competitive annual salary (commensurate with experience).

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