Arlo Solutions LLC - (749) HHS Meetings and Event Manager
Requirements
• Bachelor's degree in business, communications, hospitality, public administration, or a related field. • Five or more years of experience planning and executing large-scale in-person, virtual, and hybrid events, including at least two years in a lead or management role. • Demonstrated project management skills, including scheduling, risk and issue tracking, stakeholder management, and deliverable management. • Experience interacting professionally with senior executives, Government officials, or similarly high-level stakeholders. • Hands-on experience with event management platforms such as Stova, Cvent, or comparable tools. • Strong written and verbal communication skills and the ability to manage multiple priorities under tight deadlines. • Eligibility to work in the United States and ability to successfully complete an HHS background investigation. • Experience supporting Federal agencies, particularly HHS or acquisition-focused organizations. • CMP (Certified Meeting Professional), CAPM, or PMP certification. • Familiarity with Federal contracting principles, including COR technical direction, scope boundaries, and inherently governmental functions. • Working knowledge of Section 508 accessibility requirements. • AAP Statement
Responsibilities
• Contract and Project Management • Manage day-to-day contract performance under the direction of the Project Manager, coordinating all Arlo event resources, including event coordination and virtual event support, strategic communications, graphic design, and copy editing. • Develop and maintain integrated event plans that cover schedules, milestones, responsibilities, dependencies, risks, decisions, logistics, and contingency procedures. • Lead kickoff and planning meetings with the COR and Government event leads, and maintain action and decision logs, meeting minutes, and status trackers. • Track deliverable due dates against the PWS schedule, including the Comprehensive Industry Day Plan, event-specific run-of-show documents, registration launch, readiness reviews, assessment tools, and post-event summaries. • Identify risks, issues, and potential scope changes early, and escalate them to the Project Manager and COR with recommended solutions. • Stakeholder and Government Engagement • Serve as the primary day-to-day event liaison to the COR, Government event leads, OA leadership, and ASFR staff, representing Arlo professionally in meetings, briefings, and on-site operations. • Deliver event status briefings with written status reports and respond promptly to ad hoc Government requests for information. • Provide dedicated support to senior leadership, VIPs, keynote speakers, and special guests, including arrival coordination, green room management, schedule management, and speaker readiness. • Support agenda, theme, session, and speaker coordination without performing inherently governmental selection or decision functions, and without making commitments or incurring costs on behalf of the Government unless expressly authorized. • Event Planning and Execution • Oversee event logistics, including venue and room requirements, registration, accessibility needs, audiovisual and IT requirements, and virtual and hybrid platform setup. • Manage the online event management platform (Stova preferred), including registration, speaker and session management, live streaming, two-way Q&A and polling, recordings, and post-event surveys. • Manage technical rehearsals, dry runs, site walkthroughs, and final readiness reviews ahead of each event. • Serve as the central on-site coordination point among HHS leadership, attendees, speakers, vendors, and venue staff, maintaining the master schedule and run of show and resolving issues in real time. • Manage run-of-show requirements for the Senior Procurement Executive Awards Ceremony, including award sequencing, recipient staging, presenter coordination, scripts, and procurement of Government-approved commemorative items for approximately 15 awardees. • Team, Vendor, and Cost Oversight • Coordinate staff assignments for Arlo personnel and HHS volunteers during events, and provide daily direction to event support staff in coordination with the Project Manager. • Serve as liaison with AV and production vendors, photographers, videographers, banquet teams, and other subcontractors, validating deliverables and resolving service issues. • Obtain a minimum of three quotes for purchases wherever possible, monitor on-site additions and changes that may create incremental costs, and document authorized changes. • Reporting, Quality, and Closeout • Contribute event content to Monthly Program Status Reports and the Annual Progress Report, and prepare progress reports ahead of each status meeting. • Develop and deploy Government-approved participant assessments, compile results, and lead post-event briefings with the COR and Government stakeholders. • Prepare post-event summaries, lessons learned, and after-action reports, and track outstanding follow-up actions through closure. • Ensure all work products meet PWS standards for accuracy, clarity, timeliness, and format, are Section 508 conformant, and are editable and transferred to the Government-designated repository.
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