Conference Planner

Job Summary

Aptive is seeking an Event Associate with 5-10 years' experience in event planning, logistics, marketing, and registration management. This role supports the Project Manager in the successful delivery of a large, annual conference for the National Science Foundation (NSF) and Office of Personnel Management (OPM). This position oversees key aspects of planning, registration, operations, and program administration.

This position has the ability to be remote but preference will be given to applicants in the Washington, DC metro region.  This is a contingent offer.

Primary Responsibilities

Registration Operations (50%)

• Oversee full event registration lifecycle, including building registration pages and event apps, regular reporting, onsite check-in, and after-action reports and analysis.
• Set up and manage attendee customer service channels (email and phone).
• Support vendor coordination, including RFPs for registration and onsite materials.
• Collect and track all revenue, including online payments and mailed checks; reconcile with registration vendor and in-house accounting department.
• Provide onsite support during events and train and manage on-site registration staff.

• Draft communications for attendees and events, including emails, registration website pages, and social media content.
• Coordinate with in-house creative team to develop assets for registration site and event app.
• Create attendee surveys and report event metrics with attendee feedback to inform future planning and continuous improvements.

Event Logistics (40%)

• Oversee hotel logistics including catering, hotel room blocks, contract concessions, and VIP arrangements.
• Support main stage and breakout session logistics, including audiovisual coordination, room sets, run of show management, and rehearsals.
• Develop and manage Requests for Proposals (RFPs) to secure vendors and services.
• Manage third-party vendors providing services for promotional items, temporary staff, security, catering, audiovisual, and signage.
• Collaborate with the General Service Contractor to manage signage, branding, shipping, exhibit booth assignments, exhibitor tracking, exhibitor kits, and onsite setup.
• Work with in-house creative team on branding and event materials.
• Create seating charts for large events up to 2,000 people.
• Provide on-site support for client and participants at events and in the exhibit hall.
• Process vendor payments and track expenses against event budget.
• Assist with post-event reporting, budget reconciliation, and analysis of event outcomes to inform future planning.

Client and Project Support (10%)

• Deliver high-quality client service by building and maintaining strong relationships with clients, stakeholders, and internal teams.
• Maintain accurate and up-to-date project documentation, timelines, templates, and workbooks for assigned events and registration tasks.
• Actively participate in all client meetings and record meeting minutes required for government records.
• Support the implementation and refinement of departmental processes and lead continuous improvement within their area of focus.

Minimum Qualifications

• 5-10 years of experience in event management, including planning and supporting large, complex events with multiple breakout sessions.
• Bachelor’s degree in hospitality, event management, communications, public relations, marketing, or a related field, or equivalent combination of education and experience.
• Highly motivated, able to work independently, with strong time management, attention to detail and problem-solving skills.
• Skilled in Microsoft 365 Suite (Word, PowerPoint, Excel, Outlook, Teams).
• Experience developing and managing event registration platforms (e.g., Cvent, Swoogo, Whova,  Eventbrite) and sourcing/managing all aspects of event registration.
• Experience in registration operations and program support, including attendee management, reporting, and onsite plans.
• Experience working with event venues or hotels on event logistics such as food & beverage, room blocks, signage, and audio/visual.
• Comfortable collaborating with leadership, clients, internal teams, and vendors.
• Proven ability to manage timelines and budgets to ensure successful project delivery.
• Ability to quickly absorb complex issues and determine sound solutions.
• Strong customer service skills, including excellent written and verbal communication.
• Willingness to work outside normal business hours (evenings, weekends) and ability to travel (<10%) for site inspections and event execution.
• Legal authorization to work in the U.S.

Desired Qualifications

• Experience working with government and/or federal agencies.
• Previous experience supporting events on behalf of external clients.
• CMP or CGMP certification.
• Experience providing call center support for event registration and attendee inquiries.
• Familiarity with CoPilot and other AI-powered assistants.

About Aptive

Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation. ​

We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. ​

Founded: 2012Employees: 300+ nationwide

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class.

Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply.