Conference Event Planner

Position Summary

Prometheus Federal Services (PFS) is a trusted partner of federal health agencies. We are exploring the addition of an experienced Conference Event Planner to support the planning, coordination, workshops, meetings, and stakeholder engagement events for the Department of Veterans Affairs (VA). The Conference Event Planner serves as the primary point of coordination with government clients, program teams, facilitators, vendors, and key stakeholders to ensure successful delivery of both virtual and in-person events.

This role is responsible for managing event timelines, coordinating resources, overseeing logistical requirements, and ensuring all activities align with project objectives and federal guidelines.

The ideal candidate is a highly organized professional with demonstrated experience planning and executing complex events in a federal or public sector environment, along with project management, communication, and stakeholder engagement skills, and the ability to manage multiple priorities while delivering high-quality event experiences.

To succeed in this job, an individual must be able to satisfactorily perform each essential duty.

Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

• Lead end-to-end planning and execution of approximately 25 events annually, including virtual and in-person conferences, workshops, and summits.
• Serve as the central event coordination point among key stakeholders, advisory groups, facilitators, vendors, and other federal stakeholders.
• Develop and manage comprehensive event execution timelines, logistics plan agendas, registration materials, and run-of-show documentation to ensure seamless delivery.
• Coordinate complex event logistics, including venue/site requirements, breakout sessions, participant engagement activities, onsite support, travel coordination, and contingency planning.
• Manage attendee registration and participant communications, ensuring stakeholders receive timely, accurate information throughout the event lifecycle.
• Coordinate vendor and technology requirements, including collaboration with VA OIT and technology support teams for conference applications and virtual/hybrid event platforms.
• Facilitate pre-event readiness activities and provide real-time execution support to proactively identify, mitigate, and resolve logistical, scheduling, technology, and participant issues.
• Ensure event planning, materials, and execution comply with applicable VA policies, Section 508 accessibility requirements, and federal standards.
• Lead post-event evaluation and continuous improvement activities, collecting stakeholder feedback, assessing event effectiveness, documenting lessons learned, and recommending improvements for future events.
• Apply public health expertise and understanding of the VA/VHA environment to ensure events effectively support OSP Strategic Sprint objectives, Veteran-focused priorities, and multidisciplinary stakeholder engagement; the PWS specifically calls for Conference Event Planner resources with expert public health experience.

• Bachelor's degree (BA/BS) from an accredited college or university.
• Minimum of six (6) years of experience planning and managing conferences, meetings, trade shows, workshops, training events, or other large-scale professional events.
• Demonstrated experience coordinating all phases of event planning and execution, including logistics, registration, scheduling, vendor management, and onsite event support.
• Experience evaluating venues and managing site selection, facility requirements, and event logistics.
• Experience developing event-related materials, including agendas, schedules, registration content, programs, and participant communications.
• Experience planning and delivering virtual, in-person, and hybrid events using web conferencing and event technology platforms.
• Demonstrated ability to coordinate and collaborate with multiple stakeholders, including clients, project teams, vendors, facilitators, and external partners.
• Working knowledge of accessibility standards and requirements applicable to digital content and event materials.
• Proven ability to manage multiple concurrent events and priorities while maintaining a high level of accuracy and quality.
• Strong organizational, project management, written communication, and verbal communication skills.
• Proficiency with Microsoft Office Suite and event management technologies.
• Authorized to work in the U.S. indefinitely without sponsorship.
• Ability to obtain and maintain a VA Tier 1 / Low Risk background investigation.

• Experience supporting VA, VHA, or other federal health program offices
• Familiarity with Veteran suicide prevention, behavioral health, or related public health programming, and the sensitivity this subject matter requires
• Experience coordinating with key stakeholders…