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Manager, Exhibition Operations and Sponsorship Fulfillment

3 months ago

Alexandria, United States Water Environment Federation Full time
Job DescriptionJob Description

How This Position Contributes to the Team

The Manager, Exhibition Operations and Sponsorship Fulfillment develops and implements logistical operations for exhibitions, sponsorship, and pavilions at the Water Environment Federation's Technical Exhibition and Conference (WEFTEC) and Education & Training events. The Manager, Exhibition Operations and Sponsorship Fulfillment supports exhibitors and sponsors onsite through collaboration with service providers, leads the compliance of exhibitor Certificates of Insurance safeguarding WEF and its partners, and heads the exploration and implementation of mobile apps for WEFTEC and other events.

NOTE: This position is only open to hybrid work – 80% remote and 20% in-office (Alexandria, VA) – and requires travel up to 15% of the year.

Principal Functions:

Conferences

  • Manage exhibit hall operations for contracted vendors, exhibitors, and other key stakeholders for Education & Training events and others as assigned.
  • Collaborate with the Sales & Corporate Development Team, providing pricing and specifications for the development of sponsorship opportunities and fulfillment of sponsorship deliverables.
  • Evaluate and contract vendors to support exhibition services, including security and first aid, and manages onsite performance.
  • Develop the expense budgets for conference exhibition operations and maintains monthly projections.
  • Support Sales & Corporate Development Team creating sponsorships budgets, Education & Training events and others as assigned.
  • Collect and maintain exhibition operations web content for assigned events.
  • Administer the mobile app and online planner for WEFTEC, Education & Training events and others as assigned.
  • Develop exhibit floor plans for Education & Training events, collaborating with Sales & Corporate Development Team.
  • Consolidate information from conference team - Sponsorships, Exhibits, Conferences, Registration, Education and Training – to determine and order onsite signage.
  • Provides input for conference site research and selection.

WEFTEC

  • Facilitate communication with sponsors regarding deliverables and required fulfillment items, ensuring clarity and alignment.
  • Manage procurement of sponsor collateral and oversee onsite execution to fulfill commitments and meet sponsor expectations.
  • Facilitate the design and development of specialty pavilion floorplans and other specialty areas serving as the lead for internal and external stakeholders.
  • Develop and implement logistics for pavilion and specialty areas in collaboration with the general service contractor.
  • Advise pavilion exhibitors and sponsors on display requirements, guidelines, and logistics.
  • Support onsite operations of pavilion and specialty area exhibitors and sponsors through coordination with service providers.
  • Collaborate with consultants to engage and educate exhibitors on WEF’s commitment to sustainability.
  • Coordinate with key stakeholders to select and implement the mobile app and online planner for WEFTEC.

Administrative

  • Provide customer service support to all exhibitors and sponsors.
  • Collect, confirm compliance, and track submission of exhibitor Certificates of Insurance for all conferences involving exhibits.
  • Oversee the administration of exhibitor sustainability efforts.
  • Other duties as assigned.

Experience and Qualifications:

  • Bachelor’s degree in event management, communications, marketing, or related field.
  • 3+ years’ exhibit operations experience.
  • Computer literate with proficiency using Microsoft Office 365, Teams, SharePoint, Word, Excel, Fonteva, Map Your Show, Adobe Acrobat, Web Editor/Content Management System, and email.
  • Excellent interpersonal and facilitation skills with strong customer service orientation.
  • Detail oriented and accurate.
  • Deadline oriented with excellent follow-through.
  • Excellent project management skills with the ability to handle multiple projects.
  • Excellent verbal and written communication and problem-solving skills.
  • Good reporting and analysis skills.
  • Travel, up to 15% of the year.
  • Ability to stand and/or walk for long periods while onsite.

This person will work primarily in an office or home-office environment using standard office equipment, but onsite duties will require longer periods of standing and/or walking.

WEF reserves the right to require proof of COVID-19 vaccination or other compliance with public health measures as a condition of employment. This is not mandatory at this time.

WEF is an equal opportunity employer and does not discriminate in hiring or employment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Who We Are

The Water Environment Federation (WEF) is a not-for-profit technical and educational organization of more than 30,000 individual members and 75 affiliated Member Associations (MAs) representing water quality professionals around the world. Since 1928, WEF and its members have protected public health and the environment. WEF and its global network of members and member associations provide water quality professionals around the world with the latest in water quality education, training, and business opportunities. WEF’s diverse membership includes scientists, engineers, regulators, academics, utility managers, plant operators, and other professionals. WEF uses this collective knowledge to further a shared goal of improving water quality around the world.

WEF is operating under a new Strategic Plan built on the vision of a life free of water challenges. Our ultimate goal is a world where each person has access to clean water and sanitation, where communities prosper, and where nature thrives. The key strategic goals under the new Strategic Plan are: 1) to attract and develop a diverse and passionate workforce; 2) to cultivate a purpose-driven community to sustainably solve water challenges for all; and 3) to lead the transformation to the circular water economy.

The new Strategic Plan embodies WEF’s embrace of diversity, equity, and inclusion in all that we do. WEF is committed to equity and inclusion in all aspects of our work, including within the governance structure and leadership, WEF partners, WEF staff, and the WEF membership. This commitment to diversity, equity and inclusion will guide our work and our programs, culminating in outcomes that improve public health for all.