United States Holocaust Memorial Museum
Events Planner, Contractor
United States Holocaust Memorial Museum, Washington, District of Columbia, us, 20022
INFORMATION ABOUT THE ROLE AND OFFICE:
The Museum is seeking a Contractor to provide Events Planner services, with their point of contact being the Museum’s Deputy Director, Operations and Special Events. The Contractor serves as Events Planner (Contractor) for the Museum and deliverables include planning, managing and executing both in person and/or virtual events, and administrating the Museum’s event management system, a space booking software. The Contractor will provide services in/for the Special Events Branch, within the Operations Division, Office of Marketing and Communications, United States Holocaust Memorial Museum.
LOCATION AND WORK SCHEDULE: The Contractor’s work is expected to require approximately 40 hours per week. Work will be performed both remotely (within 75 miles of the Museum) and onsite (regularly scheduled 2 days a week).
PERIOD OF PERFORMANCE: Date of Mutual Acceptance and will continue for one calendar year with an option to renew, unless terminated.
MAJOR DUTIES AND DELIVERABLES EVENT MANAGEMENT:
Responsible for the execution of local, domestic and/or virtual events and programs in coordination with appropriate USHMM program areas and senior management. Initiates and coordinates advance planning for special events (development programs, public programs, ceremonies, education/academic conferences, exhibition openings, film premieres/showings and VIP visits). Develops event staffing plans, folios, reports and contract submissions. Consults and coordinates numerous event particulars with other Museum staff.
Plans, arranges and manages all logistics (venues, rooms, equipment, program participants), negotiates contracts with venues and other vendors (hotels, caterers, audio visual companies, suppliers, florists, valet parking, transportation companies, etc.) and oversees implementation and payment; recruits and trains staff and volunteers assisting at events; briefs staff hosts and other officials on program matters; and makes all necessary arrangements to ensure a successful event. Organizes local site visits and local travel to potential venues to ascertain viability for an event. Monitors accomplishment of all work related to menus, décor, entertainment, seating arrangements, staging, transportation and scenarios for events; and prepares task outlines and schedules for completion of work.
Coordinates and advises sponsoring Museum department or external group, on the event creation, purpose, appearance and execution. Recommends and directs groups on the use of collateral such as signage, literature displays, stage backdrops and pop-up banners. In planning events, the incumbent also conveys and ensures understanding by potential cosponsors that all aspects of an event must be approved and compatible with the branding of the Museum. Provides details related to what is compatible with the branding of the Museum.
Actively keeps up with industry standards for best practices and sustains strong partnerships with businesses, public relations, promotional and special events planning organizations to strengthen expertise, foster innovation and provide ongoing support that advances the Museum’s mission and Institutional goals.
Formulates and drafts written procedures and standards for special events activities; attends and troubleshoots at events to see that all requirements are carried out; continually evaluates special events programs to determine that event standards are met and make revisions or improvements as needed; maintains records of all past and current events; stays in touch with event vendors for potential future work. Prepares reports and other data for the Special Events division and the Museum as needed.
Coordinates with other stakeholders in meetings, interoffice working groups or other forums for coordinating assigned programs. Researches, gathers, consolidates and summarizes information and materials for presentations, recommendations, reports and briefing papers. Prepares requests, forms, and correspondence necessary to obtain approval of program criteria or comply with administrative requirements.
EVENT MANAGEMENT SYSTEM:
Serves as the administrator of the Museum’s event management system. Reviews, tracks, edits, and approves/disapproves all space requests. Tracks and reports all software errors and troubleshoot reservation requests. Serves as the main point of contact for new hire training in the space reservation system.
Creates, maintains and updates relevant documentation for Special Events processes, including approving space requests and tracking weekly assignments.
Facilitates meetings for:
The on-site programming governance group, ensuring agendas are prepared, action items are documented and follow-up is completed.
The Museum Operations team (internal group that operates Museum related spaces) focused on the Event Management system, addressing ongoing issues, challenges, and proposed updates.
Facilitates twice yearly working group discussions and internal service provider meetings for the space reservation system.
Maintains a running agenda of system enhancements and operational improvements. Proactively manages meetings, drives follow-through on action items and holds stakeholders accountable for their assigned responsibilities.
MINIMUM QUALIFICATIONS:
5-7 years of experience in the event management field. Possess a CMP (Certified Meeting Professional) certification or five years equivalent field experience.
Knowledge of administrative and management concepts, principles, and techniques sufficient to manage, coordinate, oversee, facilitate and execute programs and conferences, prepare reports and resolve problems pertaining to events and project activities.
Working and/or base knowledge of virtual meeting and event platforms such as, but not limited to, Zoom and Streamyard.
Analytical and evaluation skills to plan and organize internal systems and logistics, design and produce event reports and promote and implement events and programs.
Excellent communication skills, both verbal and written, with the ability to coordinate projects and interact effectively with Museum staff, contractors and representatives of external organizations.
PREFERRED QUALIFICATIONS:
Ability to work independently and an equal ability to function effectively as a collaborator and facilitator with Museum team members.
Ability to plan, organize, implement, and monitor event assignments or projects, manage time, achieve deadlines, and recognize and respond to changing priorities and circumstances.
Experience with a Space Management system is a plus.
WORKING CONDITIONS:
Ability to perform occasional light physical work, including lifting up to 20 pounds, carrying boxes and materials, and standing for extended periods during events.
Ability to work onsite at the Museum as scheduled or as needed.
Willingness and ability to travel as needed, including throughout the United States, to manage and execute events.
This is a contractor role whose duties are expected to require a 40-hour workweek. Overtime is not applicable to this position. While the schedule is generally consistent, flexibility is required to support assigned events. On occasion, the role may require extended workdays of 10-15 hours, not to exceed 15 days per year.
Government-issued equipment may be provided to satisfactorily complete the duties described if applicable under Museum policies and procedures.
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LOCATION AND WORK SCHEDULE: The Contractor’s work is expected to require approximately 40 hours per week. Work will be performed both remotely (within 75 miles of the Museum) and onsite (regularly scheduled 2 days a week).
PERIOD OF PERFORMANCE: Date of Mutual Acceptance and will continue for one calendar year with an option to renew, unless terminated.
MAJOR DUTIES AND DELIVERABLES EVENT MANAGEMENT:
Responsible for the execution of local, domestic and/or virtual events and programs in coordination with appropriate USHMM program areas and senior management. Initiates and coordinates advance planning for special events (development programs, public programs, ceremonies, education/academic conferences, exhibition openings, film premieres/showings and VIP visits). Develops event staffing plans, folios, reports and contract submissions. Consults and coordinates numerous event particulars with other Museum staff.
Plans, arranges and manages all logistics (venues, rooms, equipment, program participants), negotiates contracts with venues and other vendors (hotels, caterers, audio visual companies, suppliers, florists, valet parking, transportation companies, etc.) and oversees implementation and payment; recruits and trains staff and volunteers assisting at events; briefs staff hosts and other officials on program matters; and makes all necessary arrangements to ensure a successful event. Organizes local site visits and local travel to potential venues to ascertain viability for an event. Monitors accomplishment of all work related to menus, décor, entertainment, seating arrangements, staging, transportation and scenarios for events; and prepares task outlines and schedules for completion of work.
Coordinates and advises sponsoring Museum department or external group, on the event creation, purpose, appearance and execution. Recommends and directs groups on the use of collateral such as signage, literature displays, stage backdrops and pop-up banners. In planning events, the incumbent also conveys and ensures understanding by potential cosponsors that all aspects of an event must be approved and compatible with the branding of the Museum. Provides details related to what is compatible with the branding of the Museum.
Actively keeps up with industry standards for best practices and sustains strong partnerships with businesses, public relations, promotional and special events planning organizations to strengthen expertise, foster innovation and provide ongoing support that advances the Museum’s mission and Institutional goals.
Formulates and drafts written procedures and standards for special events activities; attends and troubleshoots at events to see that all requirements are carried out; continually evaluates special events programs to determine that event standards are met and make revisions or improvements as needed; maintains records of all past and current events; stays in touch with event vendors for potential future work. Prepares reports and other data for the Special Events division and the Museum as needed.
Coordinates with other stakeholders in meetings, interoffice working groups or other forums for coordinating assigned programs. Researches, gathers, consolidates and summarizes information and materials for presentations, recommendations, reports and briefing papers. Prepares requests, forms, and correspondence necessary to obtain approval of program criteria or comply with administrative requirements.
EVENT MANAGEMENT SYSTEM:
Serves as the administrator of the Museum’s event management system. Reviews, tracks, edits, and approves/disapproves all space requests. Tracks and reports all software errors and troubleshoot reservation requests. Serves as the main point of contact for new hire training in the space reservation system.
Creates, maintains and updates relevant documentation for Special Events processes, including approving space requests and tracking weekly assignments.
Facilitates meetings for:
The on-site programming governance group, ensuring agendas are prepared, action items are documented and follow-up is completed.
The Museum Operations team (internal group that operates Museum related spaces) focused on the Event Management system, addressing ongoing issues, challenges, and proposed updates.
Facilitates twice yearly working group discussions and internal service provider meetings for the space reservation system.
Maintains a running agenda of system enhancements and operational improvements. Proactively manages meetings, drives follow-through on action items and holds stakeholders accountable for their assigned responsibilities.
MINIMUM QUALIFICATIONS:
5-7 years of experience in the event management field. Possess a CMP (Certified Meeting Professional) certification or five years equivalent field experience.
Knowledge of administrative and management concepts, principles, and techniques sufficient to manage, coordinate, oversee, facilitate and execute programs and conferences, prepare reports and resolve problems pertaining to events and project activities.
Working and/or base knowledge of virtual meeting and event platforms such as, but not limited to, Zoom and Streamyard.
Analytical and evaluation skills to plan and organize internal systems and logistics, design and produce event reports and promote and implement events and programs.
Excellent communication skills, both verbal and written, with the ability to coordinate projects and interact effectively with Museum staff, contractors and representatives of external organizations.
PREFERRED QUALIFICATIONS:
Ability to work independently and an equal ability to function effectively as a collaborator and facilitator with Museum team members.
Ability to plan, organize, implement, and monitor event assignments or projects, manage time, achieve deadlines, and recognize and respond to changing priorities and circumstances.
Experience with a Space Management system is a plus.
WORKING CONDITIONS:
Ability to perform occasional light physical work, including lifting up to 20 pounds, carrying boxes and materials, and standing for extended periods during events.
Ability to work onsite at the Museum as scheduled or as needed.
Willingness and ability to travel as needed, including throughout the United States, to manage and execute events.
This is a contractor role whose duties are expected to require a 40-hour workweek. Overtime is not applicable to this position. While the schedule is generally consistent, flexibility is required to support assigned events. On occasion, the role may require extended workdays of 10-15 hours, not to exceed 15 days per year.
Government-issued equipment may be provided to satisfactorily complete the duties described if applicable under Museum policies and procedures.
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