What are the responsibilities and job description for the Exhibit Producer position at Freeman Company?
About Us
Freeman is the global leader in events. Whether virtual, in-person, or hybrid, we are on a mission to redefine live for a new era. With a data-driven approach and the world's largest network of experts, our insights are shaping exhibitions, exhibits, and events that drive audiences to action. Our integrated full-service solutions leverage a 100-year legacy in event management as well as new technologies to deliver moments that matter.
Summary
The Exhibit Producer must be able to have a clear understanding of the client’s strategy, goals and objectives and make it come to life in an exhibit/tradeshow environment. This will require communicating, managing, and directing various cross-functional teams including internal and external customers, clients, vendors, internal operations, sales, digital, expo, strategy and creative teams, in addition to other Freeman lines of business.
Essential Duties & Responsibilities
RFP Development
- Collaborates with sales, operations, creative, and production teams on development of exhibit program RFP’s.
Project Management
- Collaborates cross functionally with other Freeman divisions and third-party vendors to efficiently and respectfully deliver services. Effectively communicate to clients, internal teams, and third-party vendors.
- Develops and drives timeline deliverables with team, third-party vendors and clients.
- Manages project schedules, tradeshow (program) calendars, playbooks, dashboards, agendas and show flows as needed.
- Runs weekly team and client meetings and prepares follow-up notes and action item reports, including debrief meetings.
- Produces monthly show reports detailing shows attendance, booth visitors, pipeline generated, including, analytics and audits.
- Negotiates contracts/agreements with third-party vendors and team contractors.
- Creates and manages budgets, vendor invoice/expense tracking and final reconciliation. Ensures programs are within budget and meeting profit margin goals.
- Performs other duties as assigned.
Corporate Exhibit Management
- Supervise and manage the logistics and execution of tradeshow booths and experiences from design to production to delivery.
- Manages ancillary events, customer dinners and activations.
- Manages staff communications and schedules, including show set-up, exhibit hours and tear-down.
- Show Services coordination of all pre-show orders, including audio visual, internet, electrical, etc.
- Manage trade show lead process and distribution ensuring prompt post-event follow-up.
- Work with creative to ensure that all creative deliverables align with the brand.
- Manage sessions, descriptions, session room logistics, and expo management.
- Manage production of all sponsorship deliverables.
- Identify, order and ship promotional items, collateral and booth assets that align to key goals and objectives.
- Digital asset management, including e-Booth design and implementation.
- Manage F&B as required.
- Manage all staff registration and housing.
- Content collection and management with client stakeholders.
Education & Experience
- Previous agency experience preferred.
- Exhibit program management experience preferred.
- Bachelor degree or equivalent combination of education and experience.
- Minimum of 8 years of experience coordinating trade shows and events from beginning to end.
- Strategic thinker who brings a vision for a world-class tradeshow program.
- Strong organizational, planning, time management and follow-through skills to deliver the vision.
- Tech savvy and results-oriented.
- Detail-oriented with proven processes for staying organized.
- Excel at cross-group collaboration, problem solving and have a bias for action.
- Proven success in executing multiple events and using both internal and external resources to accomplish this.
- Ability to work in a fast-paced environment with multiple changing priorities and hard deadlines, with no decrease in performance or results.
- Ability to think strategically, quickly come up with creative solutions and ideas both in the office and on the fly.
- Strong interpersonal and collaborative skills.
- Confident in verbal and written communication with all levels of an organization.
- Previous experience in operations leadership and program management (event theme/messaging, speaker support, video, web/social media, mobile apps, live demo, etc.).
- Experience in sourcing and managing all aspects of live and virtual events (tradeshows) including but not limited to: AV (general session, breakouts, & entertainment) registration, graphics, event flow, creative, food and beverage, transportation, parties/evening events, venue management, expo and exhibit production, and sourcing and managing both US and international vendors.
- Ability to quickly recognize or anticipate problem areas and quickly develop solutions.
- Flexible, self-motivated, energetic, and uses time productively and efficiently.
- Strong skills with Microsoft Office tools such as Excel, Word, and PowerPoint.
- Efficient and organized, with a keen eye for details.
- Excellent customer service with proven written and verbal communication skills.
Travel Requirements
Travel 25% to 50%
Diversity Commitment
At Freeman, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.
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