The Exhibitor Services Specialist is responsible for the management of exhibit operations for new and existing conferences and tradeshows. The position delivers high levels of customer service to exhibitors and works closely with 3rd party vendors to ensure successful delivery and operations onsite. The position will also support other event services including but not limited to, management of contracting, collection of assets, and coordination with conference volunteers and event planners.
Key Responsibilities
Provides expert support for all customer needs and fulfillment, communicating regularly via email and phone calls as needed.
Act onsite as the main point of contact to exhibitors and is available to assist them as needed throughout the show.
Development and delivery of all exhibitor communications including exhibit space sales schedules, bulletins, Convention Center directives and/or day to day communications
Manages Exhibitor Management tools and provides internal support to users.
Manages 3rd party vendors involved with Exhibits and acts as primary onsite contact with exhibitor vendors.
Works directly with internal teams and the General Services Contractor (GSC) and venue.
Preparing exhibitor manual, which entails the collecting of information from all contractors, preparing exhibitor housing forms, registration forms, and final program forms
Works with volunteers and staffing agencies to ensure on-site team is appropriately staffed, scheduled, trained, and informed.
Collaborates with all central departments including operations, marketing, programming, IT, production, and sales.
Additional Responsibilities
Keeps all owned accounts, contacts, and leads up to date in the CRM system
Oversees online space selection including exhibitor data collection, booth, online payment processing, exhibitor listing information collection and online display for integration with Website
Review and confirm booth applications, including contracts and invoices.
In collaboration with event planners, manage and oversee other Contract contractors (prepare RFP' s, review & recommend. then oversee contracts) including but not limited to freight forwarder, Conference/Exhibit Hall security and First Aid Services.
Work with general contractor and event planners for all preshow needs including floor plan development, exhibitor manual development, exhibitor customer service needs, and onsite needs (including signs, exhibit hall aisle carpet, and masking). Updating floor plans for printing and U R Here boards
Security – Prepare RFP, and select company for current city and liaison through the event
Other operational duties as assigned by management.
Education
Bachelor's degree or equivalent experience Pref
Work Experience
4-7 years Required 3-5 years in exhibit/tradeshow/conference service experience. Req
4-7 years Experience working with a non-profit association or society strongly preferred Pref
Experience working with international customers. Pref
Experience working with large and small companies, preferably in the technology space. Pref
Experience with on-site exhibit management Req
Skills and Requirements
Ability to identify, establish and maintain CRM software such as Salesforce, including database management, lead tracking, and automations
Excellent interpersonal skills. Ability to build trust, confidence, and respect of vendors, clients, and stakeholders.
Must have strong organizational and time management skills. Ability to multi-task priorities, meet deadlines in a fast-paced environment and have a proactive attitude.
Must have demonstrated ability to consistently remain calm and resilient under pressure.
Must be able to simultaneously focus on the big picture, details, and driving results.
Must be adaptable, supporting change by adjusting quickly and effectively to new priorities or circumstances; actively contributing to the implantation of new ideas, offering suggestions to improve the process.
Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges; Specifically, technology knowledge and experience needed to produce desired outcomes include: PC skills particularly with Microsoft Office Suite, Google Suite, Exhibits Management platforms, Registration platforms, CRM software.
Must have advanced excel skills and prepare formal business documents.
Flexible, team-oriented personality.
Expected to travel up to 20-30% domestically and internationally.
Other Requirements:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.
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'IEEE is an EEO/AAP Employer/Protected Veteran/Disabled
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'Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons. '
