Meeting/Event Manager

N4 Solutions, LLC offers our public and private sector clients the collective intellectual knowledge, expertise, and experience of our company and associates to help our customers evaluate, collaborate, innovate, and create business, technology, and scientific solutions that enable them to accomplish their mission and achieve organizational objectives. With the growth of the company, we are seeking a highly motivated and hard-working meeting or event management professional to join our team. The successful candidate will work in a high-paced and rewarding work environment.

JOB DESCRIPTION/DUTIES:

The Meeting/Event Manager will manage the planning, coordination, execution, and closeout of federal government conferences, meetings, webinars, workshops, advisory meetings, stakeholder engagements, technical working groups, grantee meetings, and other in-person, virtual, and hybrid events. This journeyman-level role is responsible for translating federal customer requirements into actionable event plans, managing logistics, coordinating vendors and participants, supporting government approvals, overseeing registration and communications, coordinating travel and accessibility requirements, and ensuring events are delivered professionally, on time, within scope, and in accordance with federal policies, customer procedures, and contractual requirements. Event Planning & Management

• Manage the planning and coordination of federal government meetings, conferences, workshops, webinars, listening sessions, advisory meetings, technical panels, stakeholder engagements, and hybrid events.
• Lead event intake discussions with federal customers to identify meeting purpose, audience, agenda structure, meeting format, attendance assumptions, accessibility needs, travel requirements, security considerations, approvals, and deliverables.
• Develop and maintain event planning timelines, milestone trackers, logistics checklists, staffing plans, run-of-show documents, risk logs, action item trackers, and closeout schedules.
• Coordinate event schedules, agendas, speaker logistics, consultant or subject matter expert participation, participant lists, registration workflows, meeting materials, and day-of-event requirements.
• Track event risks, deadlines, dependencies, action items, Government decisions, vendor deliverables, and open issues to ensure timely resolution.
• Manage multiple concurrent events while maintaining quality, responsiveness, compliance, and strong customer service.

Coordination & Compliance Support

• Coordinate with federal staff, speakers, consultants, vendors, and other event stakeholders.
• Support government review and approval processes for event plans, venue recommendations, cost estimates, travel assumptions, meeting materials, accessibility accommodations, public-facing content, and other event-related requirements.
• Help ensure events are planned and executed consistent with applicable federal meeting policies, contract requirements, travel rules, records management expectations, privacy considerations, and customer procedures.
• Support documentation needed for government approvals, including event assumptions, cost estimates, attendance projections, venue comparisons, vendor quotes, travel estimates, and post-event summaries.
• Identify potential compliance, schedule, cost, accessibility, travel, or logistical risks and elevate issues to the Senior Meeting Manager, Project Manager, or federal customer as appropriate.

Registration, Participant Support & Communications

• Manage attendee registration, participant tracking, confirmation emails, reminder notices, logistical instructions, accessibility request intake, speaker communications, and post-event communications.
• Oversee website or online registration systems and participant records to ensure accuracy, completeness, timely reporting, and proper handling of participant information.
• Coordinate with federal customers to ensure participant communications are accurate, approved, professional, and aligned with event objectives.
• Respond to participant, speaker, consultant, and vendor inquiries in a professional and timely manner.
• Support use of event management and collaboration tools such as Cvent, Zoom for Government, Microsoft Teams, SharePoint, Box.com, DocuSign, Doodle Poll, and similar platforms.

Venue, Logistics & Vendor Coordination

• Coordinate and contract for hotel, venue, meeting room, breakout room, A/V, internet, livestreaming, captioning, transcription, interpretation, shipping, courier, signage, transportation, and other event logistics.
• Obtain, review, compare, and negotiate venue options, hotel room block assumptions, A/V estimates, room setup diagrams, service charges, taxes, cancellation terms, attrition terms, accessibility features, and other cost or contractual considerations.
• Coordinate with hotels, conference centers, federal facilities, A/V providers, captioning vendors, transcription vendors, interpreters, transportation providers, shipping vendors, and other event-support vendors.
• Support onsite event setup, registration desk operations, room readiness checks, signage placement, materials distribution, speaker readiness, attendee support, and real-time troubleshooting.
• Ensure event-related supplies, materials, equipment, and vendor services are properly planned, documented, approved, tracked, and reconciled.

Travel & Financial Coordination

• Support travel coordination for approved federal or non-federal participants, speakers, consultants, subject matter experts, and contractor staff in accordance with the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR).
• Coordinate travel intake, lodging, ground transportation, reimbursement documentation, participant records, and travel-related communications.
• Support travel planning consistent with applicable federal travel requirements (i.e., FTR), customer procedures, and event-specific authorization.
• Track event-related costs, supplies, other direct costs, travel expenses, vendor invoices, registration expenses, and participant reimbursement documentation.
• Coordinate with project management and finance personnel to support budget tracking, invoice review, cost estimates, and post-event cost summaries.
• Identify cost impacts related to venue changes, travel changes, attendance changes, vendor requirements, accessibility accommodations, or scope changes.

Meeting Materials, Accessibility & Documentation

• Coordinate the preparation, review, formatting, organization, and distribution of meeting materials, including agendas, presentations, participant guides, name badges, signage, tent cards, meeting packets, evaluation forms, handouts, and other event-related documents while complying with Section 508 requirements.
• Maintain version control for draft and final meeting materials.
• Coordinate with writers, editors, graphic designers, Section 508 specialists, technical staff, and project managers to support timely delivery of accessible and customer-approved materials.
• Support accessibility planning, including captioning, transcripts, accessible documents, accommodation tracking, virtual platform accessibility, and other participant-support needs.
• Support post-event documentation, including meeting summaries, attendance reports, action item logs, evaluation results, recordings, transcripts, cost summaries, lessons learned, and closeout files.
• Ensure event records and related documentation are accurate, complete, organized, and maintained in accordance with customer and contract requirements.

Quality, Risk Management & Customer Service

• Perform work in a professional, timely, accurate, and customer-focused manner.
• Support quality control of event plans, registration data, participant communications, meeting materials, logistics arrangements, vendor deliverables, and closeout documentation.
• Maintain confidentiality of participant, customer, travel, financial, and event-related information.
• Identify logistical issues, participant concerns, vendor challenges, schedule risks, accessibility concerns, or quality issues and elevate them appropriately.
• Document lessons learned and recommend process improvements to improve consistency, efficiency, compliance, and customer satisfaction across future events.

EDUCATION/EXPERIENCE/EXPERTISE REQUIREMENT:

• Bachelor's degree in Event Management, Hospitality, Communications, Business Administration, Public Administration, Marketing, or related field; or equivalent experience.
• 5-7 years of relevant experience supporting or managing meetings, conferences, webinars, workshops, stakeholder engagements, logistics, or event operations.
• Experience supporting federal government, public-sector, nonprofit, scientific, healthcare, research, or mission-driven events.
• Experience managing event logistics, registration, participant communications, schedules, meeting materials, vendor coordination, travel support (i.e., FTR), and post-event documentation and closeout.
• Experience supporting in-person, virtual, and hybrid events.
• Experience using Microsoft Office 365, Microsoft Teams, SharePoint, Zoom, and other collaboration or event support tools.
• Strong organizational skills and ability to manage multiple events, deadlines, stakeholders, approvals, and priorities.
• Strong attention to detail and ability to maintain accurate records, rosters, trackers, budgets, and event files.
• Excellent oral and written communication skills.
• Professional customer service skills and ability to interact effectively with federal customers, participants, vendors, speakers, consultants, subject matter experts, and internal team members.
• Ability to work independently, exercise sound judgment, and resolve routine event-planning issues with limited supervision.
• Ability to support occasional early morning, evening, travel, or onsite event requirements, as needed.
• Ability to pass a government suitability/background investigation, if required.
• U.S. Citizenship.

PREFERRED EDUCATION/EXPERIENCE/EXPERTISE:

• Experience supporting federal government conferences, advisory meetings, stakeholder engagements, technical workshops, grantee meetings, public meetings, or hybrid events.
• Experience working with federal government staff and stakeholders.
• Experience with Cvent, Zoom for Government, Box.com, DocuSign, Doodle Poll, SharePoint, Microsoft Teams, or similar event management and collaboration platforms.
• Familiarity with federal meeting policies, federal travel coordination, Section 508 accessibility requirements, records management, privacy considerations, and public-facing meeting materials.
• Experience coordinating participant travel, lodging, ground transportation, reimbursements, hotel room blocks, venue logistics, and event-related ODCs.
• Experience supporting A/V coordination, captioning, transcription, interpretation, recordings, livestreaming, virtual platforms, or technical readiness checks.
• Experience coordinating consultants, speakers, subject matter experts, interpreters, captioners, accessibility providers, or technical support vendors.
• Experience developing event checklists, run-of-show documents, meeting summaries, action item logs, cost summaries, risk trackers, lessons learned, or closeout reports.
• Experience coordinating consultants, speakers, subject matter experts, interpreters, captioners, accessibility providers, or technical support vendors.
• Certified Meeting Professional (CMP), Certified Government Meeting Professional (CGMP), event planning coursework, hospitality training, or related certification preferred but not required.

LOCATION:

* Hybrid/Greenbelt, MD -Must be in local commuting distance to the Greenbelt, MD area The N4 Solutions Equal Employment Opportunity (EEO) Policy is to provide a fair and equal employment opportunity for all employees and job applicants regardless of race, color, religion, national origin, gender, sexual orientation, age, marital status or disability. N4 Solutions hires and promotes individuals solely on the basis of their qualifications and achievements for the job to be filled. #J-18808-Ljbffr N4 Solutions