Exhibitor Coordinator (Program Administrator 1) - PN: 20068114

State of Ohio • Columbus, OH

1d • Onsite

About The Position

Under the direction of the Event Manager, the Exhibitor Coordinator is responsible for developing, managing, and executing the in person and online exposition components of the agency’s annual convention. This role conducts industry research, analyzes event operations, manages exhibitor relationships, and supports onsite and virtual event execution to ensure a high quality, customer focused experience aligned with agency goals.

Requirements

• Completion of undergraduate core program in business administration, management science or public administration AND 12 mos. trg. or 12 mos. exp. in supervisory, administrative &/or managerial position which involved limited research & public contact.
• If assigned to operate vehicles regulated by Section 4506.01 of Revised Code, applicants must also have valid commercial driver's license.
• Or completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file AND 12 mos. trg. or 12 mos. exp. in supervisory, administrative, managerial &/or staff position which involved limited research & public contact.
• Or 36 mos. trg. or 36 mos. exp. in business administration, management science or public administration.
• Or equivalent of Minimum Class Qualifications For Employment noted above.
• 24 mos. exp. in tradeshow, convention, conference, or large event planning & marketing (e.g., onsite operations and exposition floor management: floor plan design, layout and traffic flow, meeting and tradeshow industry trends, practices, promotions, communication with exhibitors).
• Program Management Professional
• Attention to Detail
• Ethics and Values
• Organizing and Planning
• Written Communication
• Knowledge of public relations; human relations; BWC policies & procedures; operations research techniques or statistical techniques used in managerial decision making process; computer software (e.g., MS Word, Access, Excel, PowerPoint, Project); fiscal management (e.g., accounting, budgeting); business administration; management science & public administration; credit card processing; convention/hospitality industry; in-person and online exposition sales; the occupational safety & health industry; laws, rules & procedures governing workers’ compensation insurance coverage; convention, trade show & event management.
• Skill in operating personal computer; maintaining inventory of equipment & supplies as necessary to conduct the event; the creation of worksheets & workbooks, data calculations & comparisons, creation of charts & graphs & maintaining departmental budget using MS Excel; use of scheduler in MS Project to manage time, resources & simultaneous initiatives; use of Microsoft Word to generate reports & customer correspondence; use of online exposition sales and event software; use of internet for research; converting documents to CD-ROM or PDF format; oral & written communication skills; operation of office machinery (e.g., calculator, printer, copier, fax); operation of training tools (e.g., audio/visual equipment, computer projectors, laptops, etc); marketing techniques; the creation & maintenance of relational database programs to include complex queries, multiple tables & report generation using MS Access; managing multiple projects simultaneously; event & conference planning & marketing; public relations; exhibition sales techniques.
• Ability to deal with many variables & determine specific course of action; gather, collate & classify information about data, people or things; use statistical analysis; complete routine forms; maintain accurate records; prepare meaningful, concise & accurate reports; use proper research methods in gathering data; work alone on most tasks & be self-directed; work in an extremely fast-paced environment; prioritize & execute multiple projects & perform under pressure; collect data from interviews & review of records, establish facts & draw valid complex conclusions; comprehend, verify, match & record figures accurately; present findings before specialized audience (e.g., DSH, BWC management); anticipate problems through knowledge and past experience; review & interpret technical & non-technical information to create & provide recommendations for procedures; maintain privacy of sensitive information.

Nice To Haves

• work overtime when needed, especially the four months prior to Safety Congress & during the week of Safety Congress
• travel several times throughout the year to visit convention centers, expo contractors, convention industry meetings, etc., some of which may result in overnight stays

Responsibilities

• Research and analyze Safety Congress operations to identify best practices and opportunities for improvement.
• Assess trends in the convention/tradeshow and occupational safety and health industries to recommend operating procedures, expo management strategies, floor plan designs, and performance benchmarks.
• Research, identify, and solicit safety, health, wellness, and workers’ compensation companies as potential exhibitors or attendees through multiple outreach channels.
• Identify and solicit advertising and exhibit space buyers using industry publications, online searches, referrals, and other marketing resources.
• Develop, document, and implement strategies to retain exhibitors and build long term industry relationships.
• Recommend contractual terms for exhibitors based on industry standards and agency goals, and monitor exhibitor compliance with contract conditions.
• Conduct cost studies of local and national tradeshows and conventions; use findings to recommend pricing structures, program offerings, advertising options, and budget considerations.
• Develop and implement exhibitor customer service plans, including marketing materials, operational guidelines, service order processes, installation/dismantle procedures, and savings initiatives.
• Research technology solutions to enhance the in person and online convention experience; recommend digital tools for exhibitor communication, marketing, and service delivery.
• Conduct surveys and evaluations to measure customer satisfaction and program effectiveness.
• Prepare reports and recommendations for event enhancements; assist in implementing approved changes related to expo operations.
• Lead RFP development, vendor evaluation, and coordination for expo service providers, including audiovisual, registration, transportation, signage, installation labor, and facility partners.
• Support the Event Manager in implementing new systems, policies, and initiatives to increase overall event efficiency and service levels.
• Develop and maintain databases to monitor exhibitor participation and educational programming trends.
• Create queries and reports to summarize event performance and identify improvement opportunities.
• Develop measurement tools for participant feedback, analyze results, and prepare summary findings.
• Provide recommendations for the annual operating budget for the agency’s annual convention.
• Deliver onsite and virtual service to exhibitors and contracted vendors during the annual convention.
• Facilitate installation and dismantle of in person and online exposition booths and program components.
• Coordinate service delivery among contracted vendors to ensure smooth operations.
• Resolve onsite and online conflicts in accordance with agency policy and contractual requirements.

Benefits

• Medical Coverage
• Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period
• Paid time off, including vacation, personal, sick leave and 11 paid holidays per year
• Childbirth, Adoption, and Foster Care leave
• Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)
• Public Retirement Systems ( such as OPERS, STRS, SERS, and HPRS ) & Optional Deferred Compensation ( Ohio Deferred Compensation )

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level