Part Time Event Planner

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 gathers 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:

 

2.1 Event Scoping and Research

 

2.1.1 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 standardize        format for easy review and feedback by DFC stakeholders.

 

2.1.2 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.

 

2.2 Event Approvals

 

2.2.1 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.

 

2.2.2 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.

 

2.2.3 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.

 

2.3 Bookings and Logistics

 

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

 

2.3.2 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.

 

2.4 Publicizing, Marketing, and Coordinating Attendance

 

2.4.1 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 adve