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Exhibition Coordination Expert

2 months ago

Plano, Texas, United States Tyler Technologies Full time


Tyler's Technologies is seeking an Exhibition Coordination Expert to oversee and manage various facets of exhibition logistics for diverse sales teams.

Key responsibilities include tailoring the exhibition experience for targeted audiences to fulfill Tyler's strategic objectives and ensuring consistent delivery across all events.

The Exhibition Coordination Expert will be responsible for budget recommendations and management, lead tracking, booth inventory and shipping, as well as exhibit support.
Tyler participates in numerous exhibitions annually across its multiple divisions.

Exhibitions represent a significant portion of the Marketing budget and play a crucial role in our branding strategy.

Effective management of each exhibition is vital to enhancing our company's image and brand recognition.
Exhibition Coordination Experts are essential contributors to the advancement of the company's exhibition program through innovation, efficiency, and analytics.

Responsibilities of the Exhibition Coordination Expert include:
Collaborating with sales teams to maximize visibility and benefits at exhibitions
Engaging in ongoing education and research to remain informed on industry trends
Maintaining and advising on exhibition budgeting

The ideal candidate must possess the ability to:
Manage multiple exhibitions, booths, and representatives while ensuring meticulous attention to detail
Make prompt decisions on-site during exhibitions
Work collaboratively with remote teams while maintaining a positive demeanor
Set priorities and adhere to deadlines
Handle various tasks with a keen focus on details
Responsibilities
Identify and manage exhibitions that align with the company's goals
Research exhibitions to gather the latest vendor information
Oversee high-profile and large-scale exhibitions
Meet with marketing leadership to review recommended exhibitions
Generate budget reports and provide financial forecasts to the marketing team
Analyze exhibition demographics, including attendee numbers and job titles
Explore and present sponsorship opportunities with relevant teams
Manage sponsorship initiatives within exhibition marketing
Ensure consistency of the Tyler brand in marketing campaigns and exhibition planning

Oversee all logistical aspects of exhibitions, including: Selecting booth locations
Submitting approved company descriptions
Choosing and purchasing show services (electricity, materials handling, internet, etc.)
Securing and ensuring timely delivery of pre- and post-show attendee lists
Collecting and consolidating feedback from sales representatives through surveys or direct interactions
Ensuring all necessary materials are delivered for installation
Generating post-exhibition budget versus expense reports
Coordinating the execution of marketing campaigns related to exhibitions in collaboration with marketing specialists

Develop and maintain positive relationships with all stakeholders, including associations, clients, internal staff, and third-party vendors.

Conduct monthly meetings with vertical marketing management to discuss the Exhibition Coordination Expert's responsibilities, including awareness of marketing communications campaigns and their influence on exhibitions.

Budget Management:
Identify discrepancies in a timely manner to implement necessary adjustments and conduct post-exhibition reviews.

New Exhibition Requests:
Conduct due diligence and collaborate with the Exhibition Coordination Expert and analyst as needed
Address excessive cancellations or substitutions made by sales
Identify challenges, obstacles, and propose changes to processes.

Utilizing exhibition management software, the Exhibition Coordination Expert will maintain comprehensive records for each exhibition, including: Detailed files for each event
All associated costs
Pre- and post-show attendee lists.

Based on initial feedback from marketing, collaborate with sales to determine company representation. Assist in identifying alternative representatives if necessary. Responsible for disseminating exhibition information and addressing any special requests for each event.

Manage booth inventory to ensure availability and suitability for each exhibition, while reporting on the effectiveness and usage of materials back to the marketing team.

Track and categorize all exhibition-related expenses to ensure accurate accounting.

Audit and manage promotional literature and item inventory, including regular reporting to the marketing team.
Oversee Tier 1/Tier 2 exhibition responsibilities, including: Collaborating with exhibit houses to secure assets, arrange show services, and manage shipping logistics
Working with vertical teams to identify and implement engagement programs that align with established goals to drive booth traffic
Initiating and leading pre-exhibition meetings to communicate established goals and discuss relevant activities.

Responsible for negotiating value additions and/or discounts for sponsorships to enhance overall value.
Execute lead management, engagement, and reporting on return on objectives.
Manage ad-hoc marketing communications and exhibition projects.

As part of Tyler's corporate team, your contributions will significantly impact various areas of the company.

Your efforts will ultimately support our team members, clients, stakeholders, and the public sector.
Qualifications: Bachelor's degree in a related field or equivalent experience preferred, but not mandatory
Typically requires 3-5 years of experience in exhibition management
CTSM or CTSM study recommended
Excellent organizational skills
Basic understanding of the industry and marketing concepts
Proficiency in Microsoft Office products
Ability to travel periodically for exhibitions and internal meetings.