Manager, Meetings and Exhibits

Job Title: Manager, Meetings and Exhibits

Job Summary:
The Manager, Meeting and Exhibits is responsible for the planning, coordination, and execution of all logistics related to exhibit halls, meetings, and events within the organization. This role will manage the set-up, operations, and breakdown of events, ensuring a seamless experience for exhibitors, attendees, and event organizers.

Commitment to Diversity, Equity, and Inclusion:

We are committed to creating an inclusive workplace that values diversity of thought, background, and experience. We encourage individuals from all backgrounds to apply, especially those from underrepresented communities.

Key Responsibilities:

• Event Planning & Coordination:
• Collaborate with internal teams, exhibitors, and vendors to coordinate logistics for conferences, trade shows, and meetings.
• Oversee scheduling and space allocation for exhibit halls and meeting rooms.
• Develop and manage event timelines, ensuring all deadlines are met for all event components.
• Exhibit Hall Management:
• Supervise the set-up, maintenance, and breakdown of the exhibit hall, including managing the installation of booths, signage, and equipment.
• Ensure compliance with safety regulations, venue guidelines, and event-specific requirements.
• Maintain communication with exhibitors to ensure their needs are met, including booth placement, technical support, and any special requests.
• Assist with the collection of payments and contracts related to exhibitor space rental.
• Meeting Planning:
• Coordinate logistics for breakout sessions, speaker presentations, and other meeting-related activities.
• Ensure the smooth operation of AV equipment, catering, and room setups.
• Provide on-site support to speakers, moderators, and attendees, addressing any issues promptly.
• Vendor & Budget Management:
• Source, negotiate, and manage relationships with external vendors, including audio-visual providers, decorators, catering, and other service providers.
• Track event budgets, ensuring that costs stay within allocated budgets and providing regular updates to management.
• Process contracts, invoices, and payments associated with the event.
• Attendee & Exhibitor Communication:
• Serve as the point of contact for exhibitors and attendees, providing pre-event, on-site, and post-event communication.
• Resolve any issues or concerns raised by exhibitors, attendees, or event staff in a timely manner.
• Event Documentation & Reporting:
• Create and maintain comprehensive event documentation, including contracts, floor plans, schedules, and post-event reports.
• Collect feedback from exhibitors and attendees for future event improvements.
• Team Supervision & Leadership:
• Manage and delegate tasks to event support staff, volunteers, and contractors during event setup, execution, and teardown.
• Provide leadership and ensure effective teamwork during the event.

Qualifications:

• Bachelor’s degree in event management, hospitality, business, or a related field or equivalent experience.
• CMP or CEM certification desired.
• 5 - 7 years of experience in event planning, exhibit hall management, and meetings coordination (required).
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.
• Proficient in Microsoft Office Suite and event management software (Cvent certifications a plus).
• Ability to travel as needed for event execution (approximately six times per year, up to ten days for Annual Conference).

Physical Requirements:

• Ability to lift up to 30 pounds and assist with event set-up as needed.
• Availability to work long hours, including evenings and weekends with overnight travel, during events.

This position plays a key role in ensuring the success of events by providing a high level of customer service and operational excellence.

Job Type: Full-time

Benefits:

• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Ability to Relocate:

• Kansas City, MO 64105: Relocate before starting work (Required)

Work Location: Hybrid remote in Kansas City, MO 64105