Event Operations Coordinator – Government & Defense Programs

Responsibilities

• Support end-to-end planning and execution of events including trade shows, conferences, internal programs, and virtual/hybrid events
• Coordinate logistics including:
  Venue sourcing and RFP development;
  Room block management and travel coordination;
  Food & beverage planning;
  Audio/visual and production requirements;
  Shipping and material handling
• Ensure all event elements align with government protocols, security considerations, and compliance standards where applicable
• Manage full lifecycle tradeshow logistics including:
  Exhibit coordination;
  Shipping and drayage;
  Booth setup and teardown;
  Power, internet, and A/V requirements;
  Staff registration, training, and scheduling
• Support execution of in-booth activations and ensure brand consistency and attendee engagement
• Maintain detailed run-of-show documents and logistics trackers
• Coordinate with internal teams (marketing, sales, leadership) and external vendors to ensure clear timelines, roles, and deliverables
• Own development and management of:
  Event websites and registration pages (e.g., Cvent), Email campaigns and attendee communications, Pre-event and post-event messaging
• Help ensure accurate, timely, and professional communication, particularly for high-visibility government audiences
• Monitor registration data and proactively flag risks or trends
• Provide logistical and technical support for virtual events using platforms such as:
  Microsoft Teams, Zoom for Government, Cvent, Hub Spot
• Assist with speaker coordination, rehearsal scheduling, and live event support
• Troubleshoot real-time issues to ensure a seamless attendee experience
• Maintain project plans and timelines using tools such as
• Track deliverables, deadlines, and dependencies across multiple concurrent events
• Identify risks early and elevate or resolve proactively
• Contribute to process improvements that enhance scalability and efficiency
• Serve as an on-site operational lead or support resource:
  Manage registration desks and attendee flow;
  Coordinate vendors and venue staff;
  Resolve real-time issues with professionalism and urgency
• Ensure a high-quality, detail-oriented attendee experience aligned with brand standards
• Track and compile event performance metrics including:
  Attendance and engagement;
  Campaign effectiveness;
  Operational outcomes
• Support post-event reporting and debriefs
• Identify opportunities for improvement and contribute to evolving best practices

• Bachelor’s degree in Communications, Marketing, Business, Hospitality, or related field (or equivalent experience)
• Prior experience (internships, summer programs, part-time employment) event coordination, logistics, or related field
• Experience with event platforms such as Cvent or similar registration tools
• Strong organizational skills with high attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Experience supporting government (B2G) or defense-related events preferred
• Familiarity with:
  Federal and military event environments
• Compliance considerations (e.g., accessibility, data handling, security protocols)
• Tradeshow and field marketing experience
• Experience with project management tools (e.g., )