The individual selected for this position schedules and coordinates all special events at the USBG. The individual independently communicates and ensures that all event protocols are followed by event organizers and vendors and that adequate staffing is maintained at events; Acts as liaison with a number of government and non-government organizations such as the U.S. Capitol Police, The National Fund for the USBG and various other organizations.
Major Duties:
Develops a long-range calendar of events and coordinates with appropriate agency and/or outside contacts for site and room assignments.
Identifies necessary logistical requirements, develops an event checklist including deadlines and ensures that all requirements are met;
Makes arrangements to meet logistical needs, including scheduling/coordination of event spaces, site set-up, decorations, audio/visual equipment including light and sound equipment, food and beverage services, signage, security and accessibility services; Contacts vendors and/or service providers and determines services available.
Schedules USBG event space through the interaction with outsourced providers and Congressional offices.
Coordinates USBG participation in events in other congressional buildings.
Schedules, designs, plans and makes arrangements for events that require the development of new event plans to support food service-related and other special activities in the USBG; Coordinates the event communication plans.
Collects, compiles and analyzes event evaluation information to determine improvements for future events.
Plans and conducts pre-event meetings, pre-event site inspections and post-event meetings with the necessary parties.
Makes arrangements for special events held at the USBG such as receptions, ceremonies, programs, employee appreciation events, AOC and USBG events and other functions.
Coordinates space planning, guest lists, seating arrangements, menus, food service, vendors and contractors, security, equipment set-up and cleaning.
Represents the USBG in planning meetings with high level clients to determine site layout and other logistical requirements.
Explains policies and procedures for the use of USBG facilities to prospective users, support staff and vendors; Monitors and ensures compliance with requirements and rules
Carries out public relations tasks to develop and maintain relationships with parties in government, private industry and academic institutions; Participates in the development of public information materials related to planned events.
Serves as Contracting Officer’s Representative (COR) to ensure accurate and adequate oversight of contractor performance according to contract requirements; Performs timely inspections to ensure compliance with job specifications, quality, timeliness and budget authorizations.
Reviews completed work, evaluates quality and recommends acceptance or rejection of completed work to the Contracting Officer prior to any payment.
