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Meeting Specialist, Exhibition & Shipping / USA: Evanston, IL

Job Title: Meeting Specialist, Exhibition & Shipping

Area: Meetings and Events

Reports to: Logistics Manager

Classification: Exempt

Location: Evanston, IL

(Hybrid position working in HQ office three days per week - must be willing to relocate or currently live in the Chicagoland area)

Organization Overview

Rotary is a membership organization that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotary’s clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://www.rotary.org.

Rotary’s Commitment to Diversity

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.

General Overview

Rotary International is seeking an experienced Exhibits Specialist to manage the logistical planning and execution of the exhibition hall for our live, virtual, and hybrid events. The successful candidate will have experience with exhibit hall planning, project management, budgeting, internal and external communications, and relationship management.

Rotary offers exhibit opportunities at two annual meetings: International Assembly (35 Exhibits) and the International Convention (400+ Exhibits). The exhibition hall is called the House of Friendship (HOF) at both these events. The Exhibit Specialist also provides support for some smaller meeting which have an exhibit presence (i.e. triennial Council on Legislation).

Exhibitors in the HOF include Rotary show management booths, licensed vendors, Rotary partners and special interest groups, non-Rotary affiliated organizations, and commercial companies. You will work collaboratively with the outside Exhibit Sales support, Sponsorship Sales, the Convention Host Organizing Committee, and other Rotary leadership involved in planning and executing the events to develop a dynamic experience that exceeds expectations for all exhibitors and attendees.

You will be responsible for managing the complete exhibit hall planning cycle (pre-event, on-site, and post-event) generally over the course of multiple years.

You will demonstrate an attitude of professionalism, service and collaboration with the Meetings and Events team, the Rotary Secretariat, and the community at large in support of the Secretariat and Rotary International’s Strategic Plan and Mission.

You will work on multiple events simultaneously and contribute to a collaborative, team-oriented working environment across many Rotary offices.

You Will Have

Bachelor's degree or equivalent work experience
Minimum four years’ experience managing exhibit operations for conventions/annual meetings
Experience working with general contractors, shipping and warehousing contractors, and other event suppliers
Experience using design and/or event management software ExpoCad 3E / Executive and eShow a plus)
Experience with virtual event platforms to deliver virtual programs and exhibits.
Computer literacy and knowledge of Microsoft 365 software
Ability to prioritize multiple responsibilities with attention to detail
Ability to collaborate with third party suppliers from RFP to service delivery
Knowledge of domestic and international shipping logistics procedures
Excellent customer service disposition
Ability and willingness to travel domestically and internationally
Ability to work in an international environment with experience planning international events.

Preferred:

Fluency in a language in addition to English
CEM, CMP, DES, or related certification

You Are Good At

Project and supplier management
Written and oral communication
Showing attention to detail
Giving and receiving constructive feedback
Prioritizing workload
Making decisions

Customer Experience

Serve as the primary liaison to exhibitors and Rotary Stakeholders providing excellent customer service to all exhibitors, Rotary stakeholders, and sponsors.
Work collaboratively with external sales support for commercial exhibits and manage communications with all exhibitors.
Address questions, assess, and efficiently and effectively resolve issues throughout the entire exhibit cycle.
Produce and execute communications to exhibitors regarding participation from beginning to end (pre-event, on-site, and post-event)
Draft all promotional materials including prospectus, sales and website content related to exhibits
Create and disseminate Exhibitor Service Manuals to exhibitors and sponsors
Develop exhibit hall traffic building programs.

Project Management

You will be responsible for overall project management of the exhibit hall planning cycle, including the budget and operational objectives, floorplan design, communications with suppliers, booth design, financial management, onsite floor management, through post event follow up
Participate in site visits for the International Convention, International Assembly, and other meetings as assigned
Contribute to the RFP development, negotiation, and implementation of the vendor agreement for the decorator/general services contractor, warehousing and shipping, and other service providers as assigned.
Coordinate the exhibit hall design and execution with the general contractor, digital event platforms, and other vendors as needed.
You will secure and manage applications for Rotary and Rotary-affiliated exhibitors through a rolling review process.
You will confirm, invoice and collect exhibit space and fees for exhibitors secured by outside sales representatives appointed by Rotary.
Develop & distribute application/ prospectus according to policy & process timeline.
Drive review of all applications for compliance with cross functional team (RI staff supporting action groups, fellowships, projects & brand compliance) and assign appropriate booth space
Assign and manage booth inventory effectively
Collaborate with stakeholders to drive the design Rotary management booths, graphics, and activities from concept through production.
Track all orders and invoices for additional and/or unbudgeted on-site expenses including graphics in the exhibit hall, shipping and decorating
Support sponsorship sales to fulfill sponsor benefits and activations

Assist in inventory of materials, flags, and signs stored at the warehouse
Create, provide and implement exhibit hall meeting specifications with Sr Planner.
Assist with the HOF entertainment stage set and A/V needs
Produce and supervise the approval and production of booth headers / fascias working in conjunction with RI stakeholders and legal
Provide onsite floor management, customer service and review of booths to ensure exhibitors are adhering to rules of engagement and booth staffing.
Provide support of feature areas such as registration, public area exhibits / features, and lounges (AKS and other).
Plan and supervise shipments to and from the convention, including customs documentation and clearance, and serve as primary liaison with freight forwarder/shipping company.
Serve as on-site liaison for the shipping vendor and as a liaison to the decorator/general services contractor. Develop delivery schedule and exhibitor move-in and move-out plan

Administration

Annual Set-up of ExpoCad to manage floorplans, customers and event financials.
Ongoing review and update of Project Management tools in accordance with the event’s timeline.
Coordinate exhibitor communications, such as certificates of insurance (COI), booth variance request, and exhibitor registration. Track and process all exhibitor applications, registration forms, deposits, and collection of booth fees
Produce invoices and monitor accounts receivable for exhibitors. Collaborate with Finance team to track payments.

Provide exhibitor lists to meeting venue and suppliers.
Manage exhibitor registration process before and during the event.
Draft internal memorandums to share the initial floorplan and sales plan for approval by Rotary senior leadership.
Assist in preparation of reports for Rotary leadership, including reports for site visits, committee materials, financial and collections updates and Board meeting materials as needed
Participate in committee meetings and work with vendors, volunteers, and staff, as required
Implement Board and Trustee actions as related to responsibilities
Maintain records for all vendor, exhibits, and exhibit-related logistical items
Aid in the development of department office manuals and manuals for Council, International Convention, International Assembly, and other events as assigned
Develop and execute post-event exhibitor survey to measure exhibitor satisfaction

Other duties as assigned

Other duties may include, but are not limited to, special projects and programs

Leadership Attributes

Collaboration: Builds partnerships and works jointly with others to meet shared objectives.
Global Perspective: Anticipates trends in the global humanitarian market to make decisions on where to focus Rotary’s efforts.
Productivity: Able to generate results that moves Rotary toward achieving its goals.
Innovation: Move Rotary beyond traditional ways of thinking
Strategy: Identify Rotary’s opportunities and design approaches that align with our strategic goals.

Why work for Rotary?

Generous medical, dental, and vision benefits package
Progressive 401k matching contributions
Above market and generous paid time off package
Tuition reimbursement
Professional development opportunities
On-site cafeteria and coffee bar with special pricing for Rotary employees
Flextime-several different work schedules to choose from
Close to CTA, Metra, a variety of stores, and many food options

Rotary Glassdoor Company Review

4.1

Rotary DE&I Review

No rating

CEO of Rotary

John Hewko

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By Rotary

The mission of the Secretariat of Rotary International and The Rotary Foundation is to collaborate with Rotary’s constituents in strengthening membership and service efforts, increasing and safeguarding Rotary’s assets, and enhancing Rotary’s imag...

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INDUSTRY

Membership Organizations

TEAM SIZE

501-1000

LOCATION

Hybrid, based in Evanston, IL

DATE POSTED

August 5, 2023