Job Description

The Exhibits Coordinator is responsible for supporting the planning and execution of domestic symposia and annual conferences. This includes creating exhibitor prospectuses, managing exhibit space sales, and coordinating logistics for both industry and military participants. The role works closely with the Senior Manager on various projects, including operations, marketing, sales, and software management, while assisting with other tasks as needed.

Operational Support:

• Provide customer service to exhibitors, including operational assistance, sales, and development of exhibitor materials under the guidance of the Senior Manager.
• Approve exhibitor contracts, send invoices, and ensure timely billing and collection.
• Maintain communication with exhibitors before events through emails and other updates.
• Travel to domestic events to assist with space booking and ensure smooth event operations.
• Work with exhibitors on contract finalization, booth preferences, and assignments.
• Manage administrative tasks related to exhibitor contracts and billing.
• Collect post-event feedback from exhibitors through surveys.

Sales & Marketing:

• Serve as the primary point of contact for exhibit space, playing a key role in recruiting new partners.
• Identify and prospect new leads for events.
• Review exhibit booth designs for compliance with industry standards and venue rules.
• Track sales progress and provide regular reporting.
• Develop service kits and other relevant materials for exhibitors.
• Stay updated on industry trends to enhance event planning.
• Assist with the layout and assignment of exhibit spaces for annual conferences.

Software & Database Management:

• Use event management software (e.g., eShow) to assign exhibit space and manage floor plans.
• Update the exhibitor database and maintain accurate contact information.
• Prepare event floor plans and exhibitor lists for contractors and publication in event guides.

Qualifications:

• Relevant degree or equivalent combination of education and experience.
• 1-2 years of experience in exhibits, sales, customer service, and/or marketing.
• Strong attention to detail, problem-solving skills, and excellent interpersonal abilities.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams).
• Experience with event management software (e.g., eShow) is a plus.
• Positive, proactive, and enthusiastic with a passion for sales and customer engagement.

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