Conference Event Planner

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Prometheus Federal Services (PFS)

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2014

🏥 Healthcare

💼 Consulting

📦 Logistics

Healthcare • Consulting • Logistics

Prometheus Federal Services (PFS) is a Service-Disabled Veteran-Owned Small Business (SDVOSB) dedicated to transforming healthcare for federal agencies. Founded in 2014, PFS leverages research and data analytics to enhance healthcare access, quality, and outcomes for Service Members, Veterans, and their families. By partnering with government entities like the Department of Veterans Affairs, PFS provides innovative solutions and strategic support in areas such as healthcare transformation, program management, and quality improvement, aiming to ensure that Veterans receive the best possible care and service.

📋 Description

• 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 stakeholders, advisory groups, facilitators, vendors, and federal stakeholders • Develop and manage event timelines, logistics plans, agendas, registration materials, and run-of-show documentation • Coordinate venue/site requirements, breakout sessions, participant engagement, onsite support, travel coordination, and contingency planning • Manage attendee registration and participant communications throughout the event lifecycle • Coordinate vendor and technology requirements with VA OIT and technology support teams • Facilitate pre-event readiness and provide real-time execution support to identify, mitigate, and resolve issues • Ensure event planning, materials, and execution comply with VA policies, Section 508 accessibility requirements, and federal standards • Lead post-event evaluation and continuous improvement, including feedback collection, lessons learned, and recommendations • Apply public health expertise and VA/VHA understanding to support strategic objectives, Veteran-focused priorities, and multidisciplinary stakeholder engagement

🎯 Requirements

• 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 • Experience coordinating all phases of event planning and execution, including logistics, registration, scheduling, vendor management, and onsite support • Experience evaluating venues and managing site selection, facility requirements, and event logistics • Experience developing 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 • Ability to coordinate and collaborate with clients, project teams, vendors, facilitators, and external partners • Working knowledge of accessibility standards for digital content and event materials • Ability to manage multiple concurrent events and priorities while maintaining 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

🏖️ Benefits

• Health, dental, and vision coverage • Flexible spending accounts • Disability insurance • Life insurance • Retirement plan • Paid time off • Other programs to support employees and their families