Event Planner

Location: Silver Spring, MD
Contact Name: Joyce E. Williams, HR/Office Manager
Contact Email: careers@transportcenter.org

Job Overview

International Transportation Learning Center (ITLC), a leader in workforce development for frontline workers in public transportation, and the operator of the Federal Transit Administration’s Transit Workforce Center (TWC), seeks an experienced and detail-oriented Event Planner to join our team. As we prepare for the national transit workforce conference, Making Connections 2024 to be held in November 2024, we need a dedicated individual who can coordinate all aspects of this event. The successful candidate will initially work part-time, gradually transitioning to full-time or close to full-time in the months leading up to the conference.

Key Responsibilities and Duties

Strategic Planning:

• Collaborate with internal teams to develop a comprehensive short and long-term strategic plan for Making Connections 2024.
• Coordinate and schedule regular planning meetings, preparing progress reports for review with Directors.

Marketing and Communication:

• Work closely with the communications team to develop and implement a marketing strategy for the conference.
• Contribute to promotional materials, including brochures, social media content, and newsletters.
• Ensure consistent branding and messaging across all promotional channels.
• Marketing and Communication:
• Work closely with the communications team to develop and implement a marketing strategy for the conference.
• Contribute to promotional materials, including brochures, social media content, and newsletters.
• Ensure consistent branding and messaging across all promotional channels.

Logistics Planning:

• Collaborate with the Director of Finance and Office Manager to plan and coordinate travel logistics for team members.
• Work with hotel contact on all meeting room set-ups and AV requirements

Stakeholder Engagement:

• Engage in stakeholder outreach, providing support to ensure a diverse and engaged participant base.

Content Development and Dissemination:

• Oversee the development, assessment, and dissemination of conference materials, collaborating with relevant staff members.
• Ensure timely distribution of materials to participants before and during the event.

Event Technology Implementation:

• Implement and manage the event management app and website for Making Connections 2024.
• Work with vendors to ensure the seamless integration of registration systems, virtual components, and other event-related technologies.
• Provide technical support for attendees and troubleshoot any issues related to the event app and website.

On-Site Event Coordination:

• Oversee the setup and breakdown of conference spaces.
• Manage on-site logistics, including registration, audio-visual requirements, and catering.
• Troubleshoot any issues that may arise during the event to ensure a seamless experience.

Financial Management:

• Work with the finance team to develop and manage the event budget
• Monitor registrations and expenses on an ongoing basis

Post-Event Evaluation:

• Conduct a post-event evaluation to gather feedback and identify areas for improvement.
• Compile a comprehensive report summarizing the conference outcomes.

Required Qualifications

• Proven experience in event planning, marketing, and logistics.
• Strong organizational and project management skills, with the ability to meet deadlines.
• Excellent verbal and written communication skills.
• Ability to work collaboratively with diverse teams and stakeholders.
• Experience with remote and hybrid work arrangements.

Preferred Qualifications

• Familiarity with nonprofit organizations and/or public sector employment.
• Hands-on experience with Cvent or similar event management apps
• Demonstrated ability to work with diverse teams and navigate complex organizational structures.

Start Date

Immediate placement available. Applications will be reviewed on a rolling basis until the position is filled.

Type of Employment

Contractor or employee. Part-time initially, transitioning to full-time or close to full-time as the event approaches. Hybrid work arrangement is possible. 

Compensation

Commensurate with experience; Full-time employees also enjoy comprehensive benefits package including, including healthcare, dental, vision insurance; life/disability insurance; company contribution to Simplified Employee Pension Plan and employee voluntary contribution to 403(b) retirement program; generous paid vacation and holidays.

Application Requirement

Email resume and cover letter to Joyce Williams: careers@transportcenter.org

The ITLC values diversity, equity, inclusion, and access.  We encourage applications from all qualified candidates regardless of race, age, sex (including sexual orientation, gender identity, and pregnancy), national or ethnic origin, religion, disability, or veteran status. People of color are strongly encouraged to apply.