What are the responsibilities and job description for the Part Time Event Planner Job at Oak Ridge Associated Universities in Washington position at Oak Ridge Associated Universities?

Overview

The US International Development Finance Corporation (DFC) is America’s development finance institution (DFI). As the US Government’s only government agency with the dual role of a DFI, DFC partners with the private sector to finance solutions to the most critical challenges facing the developing world today.

Scope : To enhance and further the DFC mission, the agency is looking to contract with a part-time personal services contractor (PSC) to oversee the planning, management, and execution of DFC events. This can range from small internal offsites and trainings, to medium gatherings with other government agencies or private sector collaborations from both the US and internationally, to finally major events over several days involving members of the public and high-ranking dignitaries. Events may be virtual, in-person, or in a hybrid format.

While the majority of events will be hosted in the National Capital Region, event support may be needed in other locations throughout the United States and abroad. Work will be part-time, but hours will vary depending on the number of events DFC requires assistance on through the period of performance of the contract.

Major Duties and Responsibilities

The following outlines the general tasks the PSC will be responsible for through the duration of the contract period. Work may be done independently, or in coordination with DFC contracts / contractors already in place to supplement and support the event planning and hosting process. All event planning actions must be made in accordance with Federal Regulations around the hosting of events, appropriations laws around payment of event related activities, and DFC ordering procedures for financial obligations involving contract, purchase card, and non-procurement transactions. Not all tasks will be required for each event but will vary depending on the size and scope of the need. The following outlines possible tasks that may be required throughout the performance of the contract :

Event Scoping and Research :

Work with DFC customers and offices in need of event planning services to draft out an overarching scope, vision, agenda, and timeline of the needed event in a clear and standardized format for easy review and feedback by DFC stakeholders.

Conduct market research based on the established event scope. At a minimum this should include contacting at least three (3) different options in venue / training depending on the nature of the request, with the full event package including price, and compiling findings on options and price into an easy-to-read package for DFC customer review.

Event Approvals :

Work with the DFC customer to complete the necessary DFC event planning forms and budget requests, inclusive of all documentation and compiling the best value market research package for attachment to the event planning form / package.

Work with DFC event review stakeholders through the approval process, finding answers to any questions about the event and providing additional information when needed. At a minimum this will include Budget, the Office of Administration, the Office of External Affairs, the Office of the General Counsel, the Office of Human Resources, and the Office of the Chief Executive.

Upon event approval, ensure all funding documents and any other forms or approvals for event hosting or attendance are in place before moving forward. This may include assisting the DFC customer on additional acquisition-related requirements documents should the event include a requirement for a DFC contract.

Bookings and Logistics :

Oversee the reservation and booking of venues, facilitators, and all other parties that may be involved in ensuring event success.

Liase between the DFC customer and event support parties such as the venue, facilitators, etc., ensuring correct set up and logistics for the event. Examples of this include, but are not limited to, chair and table, audio visual, and catering set ups, as well as parking logistics, security requirements, and reasonable accommodations for attendees with disabilities.

Publicizing, Marketing, and Coordinating Attendance :

Arrange and facilitate the publicizing and marketing of the event utilizing appropriate parties and resources within and outside of DFC depending on the size and scope of the event and the attendees. This may range from personal invites to larger social media and digital announcements and advertising on a variety of platforms, all the way to the printing and dissemination of materials prior to and on the date of the event.

Facilitate and operate reservation portals to coordinate RSVPs and overall attendance, as well as to disseminate pertinent information to attendees prior to the event.

Assist with the creation and coordination of materials to be provided to attendees on the day of the event. Examples of this include, but are not limited to, name tags, training materials, agendas, and any other type of attendee-specific informational packet.

Day of Tasks :

Attend and support all day of event logistics to ensure smooth and successful operations. Examples of day of tasks include, but are not limited to, day of venue set up reviews (making changes as needed), hosting check in, coordinating support participants such as speakers, facilitators, or caterers, and trouble unforeseen day-of issues.

Post Event Coordination and Follow Ups :

Assist with post event wrap up, including ensuring final invoices and payments for event support staff are received and taken care of in a timely manner.

Conduct surveys and other post-event analysis to draft a report of event successes and lessons learned related to the achievement of the initial event scope and objectives, to keep on record for future DFC event planning.

Deliverables

Monthly Report : This report should outline all events in progress for DFC, the stage and status of the event, the party currently responsible for the current step in the planning process (ex : PSC completing market research; OGC reviewing event justification; or Waiting for Confirmation from venue for booking request), any risks to event success foreseen, and separately any risk directly impacting event costs.

Deliverables related to the event : Depending on the size and scope of the event, the PSC may be required to produce work products related to their event planning responsibilities such as market research report, draft event packages for DFC approvals, final event packages based on DFC feedback to draft packages, event marketing, publicizing, and reservation material, commercial agreements with facilitators and venues, and any other documentation and work product required for successful booking and hosting of DFC events.

Performance Standards

Performance will be based on the ability to use market research and an existing network of event venues to provide a robust host of options for DFC events. Upon event approval, the expectation is the PSC will work within the established budget for the event. The only exception to this is if the DFC customer requests additional considerations beyond the initial approach, updated quotes are obtained for the cost increase, and written approval from the appropriate DFC POC for the increase is achieved.

Performance Duration and Location

The period of performance for this award will be a twelve (12) month base and two (2) option years.

Events will take place primarily in the National Capital Region (NCR). As such, the PSC must be located within this area, and easily able to attend meetings as DFC Headquarters (1100 New York Ave. NW, Washington, DC, 20527) for both planning and the hosting of the events. Local travel within the NCR will not be reimbursable. Travel required for event attendance outside the NCR will be provided by DFC.

Conduct

By law and by the terms of their contracts with DFC, PSCs are subject to the laws, rules and regulations applicable to non-contract employees, including, without limitation, the Anti-Deficiency Act, the Hatch Act, and the laws and regulations governing the ethical conduct of Federal employees of the United States Government. Additionally, because PSCs are sole proprietors, they are subject to Section 441C of the Federal Election Campaign Act (FECA) which prohibits PSCs from making or soliciting a contribution to any political party, committee, or candidate for public office or to any person for any political purpose or use.

PSC Qualifications

Education : Bachelor's degree in business, marketing, or a related field.

Experience : The PSC shall have a minimum of five (5) years experience in positions that demonstrate an ability to perform the duties and responsibilities of Section 2 of this document, and are aligned with the expectations below :

A minimum of two years experience as an event coordinator with increasingly more complex event scenarios.

Experience working with and planning events for the federal government.

Understanding of federal rules around event hosting (inclusive of rules centered around catering and offering any type of food or beverages at the events).

Strengths in problem solving, organizational skills, and time management.

History of building strong relationships with local vendors and navigating relationships while negotiating the best terms for clients.

Successful track record of working within a client's budget.

Strong ability to navigate technology both for client interactions and communication, and as it relates to any specific event.

Ability to remain calm in high pressure environments.

Other Requirements : The contractor shall be a U.S. Citizen who can obtain and maintain a Public Trust clearance. The contractor may be required to travel to DFC headquarters in Washington, DC for fingerprinting and to receive a PIV card.

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