(743) Event Coordinator/Virtual Event Specialist

Arlo Solutions LLC; Washington (District of Columbia); On-site; USD 70,000 - 95,000; Full time

Job summary

Arlo Solutions LLC seeks an experienced Event Coordinator / Virtual Event Specialist to support HHS OA in planning and running large-scale virtual, hybrid, and in-person events in the Washington, DC area. You will own virtual/hybrid attendee experience, including platform setup, registration, live streaming, and post-event data.

Must be able to stay calm when technology falters and coordinate with government leads and vendors.

Qualifications

• Minimum 3 years planning virtual/hybrid events with large audiences.
• Experience supporting federal agency events, notably HHS.
• Hands-on admin for Stova platform and attendee reporting.
• Proven livestreaming, breakout sessions, and engagement tools.

Responsibilities

• Configure and maintain virtual/hybrid event platforms for attendees, speakers, and staff.
• Set up live streaming for plenary/breakout sessions and manage engagement tools.
• Coordinate AV/IT and vendors for hybrid setups and camera control.
• Plan rehearsals, contingency procedures, and post-event surveys.

Skills

Platform management

Live streaming

Stakeholder coordination

Troubleshooting under pressure

English communication

Education

Bachelor's degree

8+ years experience with HS diploma

Tools

Stova (Aventri)

Microsoft Teams

Zoom

Webex

AV/Production coordination

Job description

Company Summary

Arlo Solutions (Arlo) is an information technology consulting services company that specializes in delivering technology solutions. Our reputation reflects the high quality of the talented Arlo Solutions team and the consultants working in partnership with our customers. Our mission is to understand and meet the needs of both our customers and consultants by delivering quality, value-added solutions. Our solutions are designed and managed to not only reduce costs, but to improve business processes, accelerate response time, improve services to end-users, and give our customers a competitive edge, now and into the future.

Position Description

We are seeking an experienced Event Coordinator / Virtual Event Specialist to support the U.S. Department of Health and Human Services (HHS) Office of Acquisitions in planning and running large-scale virtual, hybrid, and in-person events. The primary focus is HHS's inaugural two-day Industry Day/Summit in the Washington, DC metro area, with about 500 on-site attendees and 1,200 virtual attendees. The role may also support other OA events, such as the Acquisition Workforce Training Conference, leadership forums, and town halls. This role owns the virtual and hybrid parts of the attendee experience. That includes platform setup and registration, live streaming, virtual engagement, day-of technical troubleshooting, and post-event data. The ideal candidate has personally run large virtual audiences and stays calm when technology fails in real time.

Location

This position requires candidates who live within commuting distance of Washington, DC. Relocation and local travel expenses will not be reimbursed.

Key Responsibilities

Virtual and Hybrid Event Platform Management

• Configure, administer, and maintain the online event management platform (Stova preferred) for virtual, hybrid, and in-person attendees, including the branded event site, mobile app (iOS/Android), and email campaigns.
• Build and manage registration for all participant types (attendees, speakers, staff, volunteers), and track registration, session interest, and attendance accurately.
• Manage the speaker and session submission, review, and approval workflow within the platform.
• Set up and run live streaming of plenary and breakout sessions for virtual attendees in real time.
• Configure two-way engagement tools, including polls, chat, and Q&A, and monitor them during sessions as directed.
• Coordinate in-room cameras, microphones, virtual meeting links, and dedicated bandwidth with AV and production vendors and Government IT.
• Make sure all plenary sessions are recorded, and the recordings are delivered to the Government.
• Set up and deploy post-event surveys and evaluations, and track engagement hours for continuous learning documentation. Pre-Event Planning and Readiness
• Contribute to the integrated event plan, run-of-show, and operations plan, especially the virtual and hybrid workstreams, milestones, dependencies, and risks.
• Take part in kickoff and planning meetings and maintain action-item and decision logs.
• Plan and lead technical rehearsals, dry runs, platform tests, and speaker tech checks before each virtual or hybrid event.
• Develop and maintain contingency procedures for platform or AV outages, speaker changes, registration problems, and schedule changes.
• Coordinate with Government event leads, facilities, security, AV/IT staff, speakers, and vendors on technical and logistical readiness.
• Make sure virtual event materials and communications are accessible and conform to Section 508.
• Serve as the primary virtual and hybrid operations lead during live events. Manage platform operations, participant access, breakout sessions, screen sharing, presentation sequencing, and session timing.
• Troubleshoot technical issues for virtual attendees and speakers in real time.
• Support on-site coordination as needed, including registration and check-in, badge troubleshooting, speaker transitions, room readiness, and attendee flow.
• Act as liaison between HHS staff, speakers, the emcee, and the AV/production team so the in-room and virtual experiences stay in sync.
• Escalate decisions, changes, security concerns, and anything requiring Government direction to the designated Government point of contact (COR or event lead).

Responsibilities and/or Success Factors

Post-Event Support (continued from above)

• Compile attendance, registration, engagement, and survey data from the platform to support post-event summaries and briefings.
• Contribute to lessons learned and after-action reports, focusing on virtual and hybrid performance and recommendations.
• Organize final event files, recordings, and records so they are editable by the Government and transferred to the Government-designated repository.

Required Qualifications

• At least 3 years of hands-on experience planning and running virtual and hybrid events, including at least one event with 1,000 or more concurrent virtual attendees.
• Experience supporting federal agency events, especially HHS or other civilian agencies.
• Direct experience with Stova (formerly Aventri). Demonstrated hands-on administration of enterprise event platform, Stova, including registration setup, mobile apps, email campaigns, and attendee reporting.
• Proven experience running live streaming, virtual breakout sessions, and audience engagement tools such as polls, chat, and moderated Q&A.
• Advanced proficiency with virtual meeting platforms such as Microsoft Teams, Zoom/Zoom for Government, and Webex.
• Experience working with AV and production vendors on hybrid setups (cameras, microphones, encoders, streaming feeds).
• Ability to troubleshoot technical issues calmly and quickly under live-event pressure.
• Excellent written and verbal communication skills in English, and the ability to work with senior executives, speakers, vendors, and attendees.
• Must live in the Washington, DC metro area and be able to work on-site in DC or nearby locations as events require.
• Must be legally eligible to work in the United States.
• Must be able to obtain and maintain the required federal background investigation.
• Must be available for occasional early-morning, evening, or extended hours around event dates.

Minimum Qualifications Including Certificates

• Bachelor's degree and at least 5 years of event coordination or event management experience, or a high school diploma and at least 8 years of related experience.

Desired Qualifications

• Certified Meeting Professional (CMP), Digital Event Strategist (DES), or similar certification.
• Working knowledge of Section 508 accessibility requirements for virtual events and digital materials, including captioning and accessible presentation formats.
• Experience with Industry Days, acquisition or procurement conferences, or Government-industry engagement events.
• Familiarity with tracking engagement or continuing education hours through event platforms.

AAP Statement

We are proud to be an affirmative action and equal opportunity employer and as such, we evaluate qualified candidates in full consideration without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, age, disability status, protected veteran status, and any other protected status.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Arlo Solutions LLC’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.