Exhibits Operations & Sponsorship Manager

International Association of Chiefs of Police•Alexandria, VA

1d•Onsite

About The Position

The International Association of Chiefs of Police (IACP) is seeking an exhibits operations and sponsorship manager with strong foundations in tradeshow operations as well as exhibits and sponsorship management and acquisition. This position is responsible for building and operationalizing plans for show management areas (such as registration, lounges and the association booth). It also leads the exhibit and sponsorship management for IACP’s meetings, which include the Annual Conference and Exposition with over 200,000 net square feet and 600+ exhibitors as well as five mid-sized events ranging from table-top events up to 16,000 net square feet with 80+ companies. This individual will create, manage and cultivate relationships with association exhibitors, sponsors, and contractors. The candidate must be operationally focused, nimble, have strong organizational skills, and be a self-starter while bringing a friendly, persuasive and customer-service mindset to the position. Additionally, the candidate must be able to enforce IACP exhibit policies and easily diffuse issues between exhibitors and/or sponsors. This position also requires strong managerial skills to manage two staff members whom support exhibitors and sponsors.

Requirements

Bachelor degree required.
Minimum five (5) years of experience as an exhibits manager or professional meeting planner.
Several years of progressively increased exhibit management.
Experience in exposition hall operations, contract negotiations, event planning.
Demonstrated ability to work as part of a team.
Excellent organizational skills combined with the ability to effectively interact with all levels of the profession.
Demonstrated proficiency with computer applications such as Microsoft Windows, Word and Excel.
Ability to learn IACP specific software programs.
Ability to produce well-organized and quality reports.
Excellent interpersonal, oral and written communication skills.
Operationally focused, nimble, have strong organizational skills, and be a self-starter while bringing a friendly, persuasive and customer-service mindset to the position.
Ability to enforce IACP exhibit policies and easily diffuse issues between exhibitors and/or sponsors.
Strong managerial skills to manage two staff members whom support exhibitors and sponsors.

Nice To Haves

Strong technological skills.
Budget management for revenue and expenses.
Promote and strengthen the IACP brand including its representation throughout all designated conferences.
Communicate and collaborate with IACP staff and IACP approved vendors to understand goals and objectives of various projects and meetings.

Responsibilities

Using exposition management software, create and manage an exhibit floor layout to allocate show management and traffic draw areas while maximizing quality space for exhibiting companies.
Plan and execute public spaces for easy event flow for attendees, and a mix of association branding and sellable sponsorship/exhibitor marketing opportunities.
Create and implement new ways of increasing exhibitor and sponsor ROI, including traffic builders in the hall.
Manage all aspects of exhibitor pre-registration with registration company.
Review current show rules and regulations and continually update in accordance with current industry standards.
Collaborate with the show decorator to develop the graphical elements for the event using the show theme.
Compile and publish the exhibitor service kits with all relevant show information.
Build, maintain and review exhibit section of conference website and review and test the mobile app for accuracy in exhibitor profile listings.
Lead exhibitor communications through e-newsletters and post-event surveys.
Lead and help drive exhibit sales, including processing space applications, exhibitor contracts and space confirmations, and collections of booth payments.
Manage exhibitor database for accurate historical, logistical and billing information.
Provide weekly sales reports and tracking.
Maintain exhibitor waitlist.
Ensure maintenance of exhibitor priority points.
Manage onsite booth selection process and exhibitor appointment times.
Maintain accurate space inventories and resolve conflicts or changes efficiently.
Manage sales execution and fulfillment with external vendor.
Work closely with an external vendor to drive alignment with budgetary and sponsorship sales objectives.
Lead annual review and adjustment of Sponsorship Prospectus.
Resolve and mitigate challenges to maintain satisfaction and retention.
Collaborate with internal stakeholders on sponsorship fulfillment items to ensure alignment across teams.
Provide sales and lead generation reports weekly.
Oversee onsite tradeshow management for move-in and move-out of exposition hall, including specialty exhibits such as helicopters, vehicles, firearms.
Oversee freight, drayage, signage, rigging and utilities.
Manage the collection of necessary exhibitor information including vehicle move-in forms, weapons registration, EAC’s, insurance certificates and island booth designs.
Manage the design, equipment needs, utility needs and logistics for all show management areas in the exhibition hall and public spaces.
Liaison with the Host Police Department and contract security to ensure exhibitors are following proper procedures for firearms and other weapon display and storage.
Manage event security with IACP security partner for exposition hall, registration, store and general assemblies.
Manage and orient floor managers onsite at Annual Conference.
Conduct and manage RFP development, solicitation and evaluation for various show management services to include: show decorator, security and others.
Conduct solicitation for delegate bags and manage internal selection process.
Other duties as assigned.