Event Coordinator​/Virtual Event Specialist

Company Summary    Arlo Solutions (Arlo) is an information technology consulting services company that specializes in delivering technology solutions. Our reputation reflects the high quality of the talented Arlo Solutions team and the consultants working in partnership with our customers. Our mission is to understand and meet the needs of both our customers and consultants by delivering quality, value-added solutions. Our solutions are designed and managed to not only reduce costs, but to improve business processes, accelerate response time, improve services to end-users, and give our customers a competitive edge, now and into the future.
Position

Description:

We are seeking an experienced Event Coordinator / Virtual Event Specialist to support the U.S. Department of Health and Human Services (HHS) Office of Acquisitions in planning and running large-scale virtual, hybrid, and in-person events. The primary focus is HHS's inaugural two-day Industry Day/Summit in the Washington, DC metro area, with about 500 on-site attendees and 1,200 virtual attendees. The role may also support other OA events, such as the Acquisition Workforce Training Conference, leadership forums, and town halls.

This role owns the virtual and hybrid parts of the attendee experience. That includes platform setup and registration, live streaming, virtual engagement, day-of technical troubleshooting, and post-event data. The ideal candidate has personally run large virtual audiences and stays calm when technology fails in real time.

Location:

This position requires candidates who live within commuting distance of Washington, DC. Relocation and local travel expenses will not be reimbursed.

Key Responsibilities:

Virtual and Hybrid Event Platform Management    
• Configure, administer, and maintain the online event management platform (Stova preferred) for virtual, hybrid, and in-person attendees, including the branded event site, mobile app (iOS/Android), and email campaigns.

• Build and manage registration for all participant types (attendees, speakers, staff, volunteers), and track registration, session interest, and attendance accurately.

• Manage the speaker and session submission, review, and approval workflow within the platform.

• Set up and run live streaming of plenary and breakout sessions for virtual attendees in real time.

• Configure two-way engagement tools, including polls, chat, and Q&A, and monitor them during sessions as directed.

• Coordinate in-room cameras, microphones, virtual meeting links, and dedicated bandwidth with AV and production vendors and Government IT.

• Make sure all plenary sessions are recorded, and the recordings are delivered to the Government.

• Set up and deploy post-event surveys and evaluations, and track engagement hours for continuous learning documentation. Pre-Event Planning and Readiness    
• Contribute to the integrated event plan, run-of-show, and operations plan, especially the virtual and hybrid work streams, milestones, dependencies, and risks.

• Take part in kickoff and planning meetings and maintain action-item and decision logs.

• Plan and lead technical rehearsals, dry runs, platform tests, and speaker tech checks before each virtual or hybrid event.

• Develop and maintain contingency procedures for platform or AV outages, speaker changes, registration problems, and schedule changes.

• Coordinate with Government event leads, facilities, security, AV/IT staff, speakers, and vendors on technical and logistical readiness.

• Make sure virtual event materials and communications are accessible and conform to Section 508. Day-of Event Execution    
• Serve as the primary virtual and hybrid operations lead during live events. Manage platform operations, participant access, breakout…