Event Planning and Management

Event Planning and Management


From internal webinars and hybrid events to national events, conferences, and tradeshows, Aptive’s full-service team handles every aspect of your engagement. We support pre-event planning, logistical coordination, communications and marketing, on-site event support, post-event wrap up activities, and metrics and reporting.


  • Budget development and management

  • Identifying goals and metrics of success

  • Integration of lessons learned from previous events to inform strategy

  • Implementation plan, timeline and milestones

  • Staffing strategy

  • Communications plan



  • Site sourcing and selection

  • Cost analysis

  • Government approval coordination and event package development

  • Pricing/selling tickets

  • Contract negotiation

  • Facility coordination

  • Audio visual arrangements

  • Registration management

  • Materials shipping and storage

  • Inventory control

  • Signage and wayfinding solutions

  • On-site registration and badge printing

  • Breakout facilitation

  • Signage and wayfinding

  • Oversight of space set ups

  • Media activities

  • Communication with attendees

  • Speaker presentation management

  • Virtual meeting controls

  • Notetaking

  • Photography/videography

  • Live streaming

  • Vendor sourcing and contract negotiation for general services, decorators, exhibition management, catering, audio visual, entertainment, technical services, transportation, graphics design, photography, videography and more.

  • Registration page and event website development

  • Attendee communication

  • Payment processing

  • Call center and helpdesk support

  • On-site registration and badge printing

  • Experience with multiple systems (e.g., Cvent, Swoogo, Whova, My Business Matches)

  • Communications plans

  • Advertisements

  • Graphic and experiential design

  • Marketing partnerships

  • Paid and organic social media campaigns

  • Marketing toolkits for speakers, sponsors and other stakeholders

  • Conference package materials

  • Agenda development and runs-of-show

  • Speaker selection

  • Session planning

  • Speaker prep calls and memorandums

  • Speaker presentation, talking point and visual aid development

  • On-site speaker handling

  • Sponsorship and exhibitor packages and sales

  • Online exhibitor booking and management

  • Sponsor and exhibitor execution and relations

  • On-site management

  • Payment collection and tracking

  • Satisfaction surveys

  • Distribution of meeting notes, action items and other materials

  • Budget analysis with recommendations

  • Daily metrics to attendees

  • Post-event reports

  • Recap deck

  • Lessons learned and opportunities for improvement


Our Work

National Veterans Small Business Engagement (NVSBE)

National Veterans Small Business Engagement (NVSBE)

The Department of Transportation embraces a new brand campaign to boost engagement efforts.

The Department of Veterans Affairs’ (VA) National Veterans Small Business Engagement (NVSBE) brings together small businesses from across the nation to meet with VA procurement decision makers to discover opportunities for working with VA and partnering with other companies.
Aptive’s joint venture, Arrow ARC received the 2023 NVSBE event plcontract and had just over three months to plan it, where the industry standard for planning an event of this scale is 12-18 months. In this timeframe, the team managed all event operations and logistics for registration, marketing, sponsorship sales and execution, exhibitor management, housing, transportation, vendor relations, VIP handling, design work and signage, on site staffing and more.
NVSBE 2023 had 2,108 attendees, 27 sponsors and 116 exhibit booths. We hosted over 3,700 scheduled meetings, with 26 simultaneous sessions taking place at one time, and over 200 networking meetings.

Cybercorps® Scholarship for Service Job Fair

Cybercorps® Scholarship for Service Job Fair

The Scholarship for Service (SFS) Job Fair is an annual meeting organized by the National Science Foundation (NSF) in coordination with the Department of Homeland Security (DHS) and OPM. The CyberCorps SFS program provides scholarships to educate students in cybersecurity and facilitates the placement of those students in appropriate internships and career positions in Federal, state, local and tribal agencies, to secure the nation’s critical information infrastructure. Aptive Resources oversees the comprehensive coordination of the job fair, handling tasks such as site selection, speaker arrangements, lodging, registration, and vendor management.

The January 2023 event at the Gaylord National Habor Hotel and Convention Center involved over 700 selected students, 200 university faculty, and over 500 personnel representing 77 exhibiting agencies. Aptive’s team planned and executed the event with only four months’ lead time – far shorter than the industry norm. Despite the condensed timeframe, the event was a success, leading OPM to execute a new call order to plan further events years into the future with significantly higher budgets than that of the 2023 event.

The 2024 event occurred at the Washington Hilton in Washington D.C. from January 8 to 10, 2024. The event drew 1470 attendees, including 835 Recipients (students), 175 University Staff/Principal Investigators, and 426 Exhibitors/booth staff. With 86 Exhibitor booths, the fair generated 1940 leads and facilitated 3081 private 1:1 messages through the networking platform.

Group of young mixed race business people working together in the creative office. Team building concept. Office life. Cooperation

National Science Foundation

National Science Foundation

Aptive received a five-year, $30M blanket purchase agreement to support the National Science Foundation (NSF) as it expands its innovation program, the Convergence Accelerator (CA), across the country.

The CA fosters innovation by bringing together diverse teams from industry, academia, nonprofits, government and other communities; building and supporting creative partnerships; and nurturing research and creative thinking to address complex scientific, societal and economic challenges. NSF offers an innovative curriculum approach which provides teams the tools to progress ideas from proof of concept to prototype to solution.

The CA program is expanding from a single program to a nationwide program by creating 10 regional hubs, further promoting the multidisciplinary team approach and community-based partnerships which are intentionally focused on sustainability and regional- and national-scale impact.

Aptive and teaming partner ICF will help NSF identify regional hubs (i.e., anchors) and consortia members as well as provide nationwide expansion support, including promoting awareness of CA program opportunities and execution of market intelligence and outreach events.



Each year VHA celebrates boundary breaking innovations, collaborations, and technologies that are forging the future of Veteran healthcare through the VHA iEX event. Aptive supports this multi-day event hosted by VHA Office of Healthcare Innovation and Learning (OHIL) that brings together leaders in innovation from VA and the private sector to engage, celebrate, network, connect with each other, and hear from the Veterans whose lives their work is impacting.

iEX 2023 brought together VA employees, frontline workers, innovators, veterans, and industry partners with the shared goal of advancing healthcare innovation to improve the lives of veterans. Over three days, iEX served as a dynamic hub, facilitating connections among over 500 attendees through activities focused on networking and idea diffusion The event received exceptional feedback from attendees, emphasizing its role as the premier forum for innovation networking and the diffusion of ideas.


Event Planning and Management Experts

Why plan your events with Aptive?

Trusted Partner

We understand that trust is earned, not given. Aptive has earned the designation as a trusted partner for government organizations holding industry events, planning annual conferences, and requiring internal or external webinars.

Certified, Full Service Team

Our event teams boast an unrivaled set of skills, comprised of project managers, conference planners, event coordinators, registration specialists, marketing specialists, designers, photographers and videographers.

Some of the many credentials our team has proudly earned include Certified Meeting Professional, Certified Government Meeting Professional and Project Management Professional.

Maximized Value

We don’t just plan events; we optimize every dollar. No matter the size or scale, we work diligently to ensure our clients get the most for their money without comprising quality.



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