The Exhibits Coordinator will be the primary support to the Director, Exhibits on all exhibition related duties. Duties included, but are not limited to, meetings management, booth sales, exhibit hall logistics, floorplan configuration, developing and executing marketing plan, as well as overall exhibitions/meetings/conferences responsibilities. This individual will serve as liaison to various vendor partners related to sponsorships and exhibit hall management.
Provides support to Director, Exhibits with regards to booth sales and management forall exhibitions, including Annual Meeting and Special Conferences. Provides oversight for the development of the exhibitor and sponsorship prospectus. Prepares exhibitor marketing material, including brochures, timelines, and distribution material. Responsible for the preparation of the exhibitor service kit and exhibitor communications for all exhibitions, meetings, and conferences, where applicable. Serves as the contact for Online Exhibit Sales Program. Works with the vendor to coordinate the development of the system, including sales reports, floor plan, and sales process. Set up email templates and correspondence. Provides exhibit website updates to Programs. Prepares correspondences and appointments for all advance exhibit sales. Coordinates with Foundation on deliverables for Sustaining Members. Acts as the primary contact for all exhibits associated with special and mid-size conferences, including registration, floorplans, and coordination with meetings team. Communicates with Exhibit Advisory Committee (EAC) on recommendations for exhibit logistics and coordinates all meetings with EAC Members and AACR Staff. Responsible for new exhibitor review process, including communicating with Exhibits Committee and potential exhibitors. Assists in the preparation of post-meeting reports and exhibitor survey. Responsible for the coordination of the AACR Career Fair, including the floor plan, shipping, and logistics. Travels to Annual Meeting with Director, Exhibits to manage on-site logistics, contractor set-up/dismantling of the show floor, enforcement of all rules and regulations, exhibitor communications. Works with Finance Department on development and maintenance of financial spreadsheet, all exhibit related payments, and preparation of financial reports. Supports the Director, Exhibits with assigned work related to the AACR Annual Meeting Exhibition. Works in a team environment and collaborates with other departments. Performs the essential functions of the position and other tasks as required. 3-5 years' experience in the meetings industry, exhibit management, exhibit sales, and/or meeting management. Excellent writing and verbal communication skills. Flexible and versatile. Excellent organizational and multi-tasking skills. Ability to maintain high level of professionalism with AACR Members and co-workers. Customer-driven with the ability to make good decisions. Excellent interpersonal skills. 25- 30% travel required. Education and Training: BA or BS degree CEM or CMP Preferred Computer Knowledge: Proficiency in Word, Excel, PowerPoint, and Adobe. Familiarization in Salesforce and Map Your Show a plus. Strong sense of professional business ethics, appearance and etiquette. How To Apply: Please submit your cover letter and resume (including salary expectation).
Equal Opportunity Employer
