Specialist, Event Partnerships

SHRM•Alexandria, VA

1d•Hybrid

About The Position

The Specialist, Event Partnerships supports the planning, coordination, and execution of expo and exhibitor experiences across SHRM’s event portfolio, ranging in size from approximately 100 to 26,000 attendees. The Specialist manages defined expo and exhibitor workstreams from initial planning through onsite execution and post-event follow-up, coordinating with internal stakeholders, external vendors, contractors, and exhibitors to support successful delivery. This role requires a highly organized, solutions-oriented event professional with experience in expo operations, exhibitor communications, event technology, vendor coordination, and budget tracking. A strong collaborator and problem solver, the Specialist helps create a consistent, well-managed experience for exhibitors, partners, and attendees across SHRM events.

Requirements

Bachelor’s degree in Event Management, Business, Marketing, Communications, Hospitality, Public Relations or related field preferred or relevant equivalent experience in lieu of degree.
Three (3) or more years of related experience in event planning or management, preferably with a focus on conferences, expos, tradeshows, or exhibitor experiences and within a PR, marketing, or event agency or an in-house events function for a medium-to-large organization or brand.
Experience coordinating vendors, event service providers, budgets, timelines, and event technology preferred.
Strong project management and organizational skills, with the ability to manage multiple priorities, deadlines, and events simultaneously.
Working knowledge of expo and tradeshow operations, logistics, exhibitor services, and event technology.
Strong relationship-building and collaboration skills, with the ability to work effectively with internal stakeholders, exhibitors, contractors, and external vendors.
Ability to coordinate with contractors and external vendors to deliver assigned event workstreams.
Strong written and verbal communication skills, with the ability to communicate clearly and professionally with internal and external audiences.
Strong customer service orientation with the ability to anticipate and respond to the needs of exhibitors, attendees, and partners.
Strong problem-solving skills and the ability to respond effectively to unexpected situations during event planning and onsite execution.
Sound judgment, diplomacy, tact, and attention to detail.
Ability to interact effectively and professionally with individuals at all levels of an organization.
Proficiency in Microsoft Office applications and event management software.
Ability to effectively leverage artificial intelligence (AI) tools and technologies to streamline workflows, enhance productivity, and improve overall work quality.
Prolonged periods of sitting at a desk and working on a computer.
Frequent use of hands and fingers for typing, handling documents, and using office equipment.
Occasional standing, walking, bending, and reaching.
Clear verbal and written communication skills for effective interaction with colleagues and stakeholders.

Nice To Haves

Experience coordinating vendors, event service providers, budgets, timelines, and event technology preferred.

Responsibilities

Support the planning and execution of expo and tradeshow experiences, including floor plans, schedules, exhibitor services, and onsite operations.
Manage assigned expo workstreams, timelines, deliverables, and budgets, working with cross-functional partners, vendors, and contractors to keep plans on track.
Support the development of exhibitor prospectuses, guidelines, rules and regulations, and expo-related website and marketing content.
Coordinate with large-scale event service providers on exhibitor service materials, operational timelines, and move-in/move-out planning.
Bring forward expo and tradeshow trends, best practices, and ideas that can strengthen the exhibitor and attendee experience.
Partner with Event team colleagues and other internal stakeholders on food and beverage placement and processes, exhibitor registration, space planning, and other components of the expo experience.
Support the implementation and ongoing management of event technology, including event apps, exhibitor portals, and show floor management platforms such as Map Your Show.
Serve as a day-to-day resource for exhibitors throughout the event lifecycle, providing timely, professional, and solution-oriented support.
Coordinate exhibitor office hours, webinars, or other informational sessions as needed.
Develop and maintain exhibitor guides, FAQs, instructional materials, and other resources that support successful participation.
Implement communication plans and outreach schedules for contracted exhibitors, including key deadlines, participation requirements, resources, and event updates.
Partner with internal teams and external vendors to address exhibitor questions, resolve issues, and support a positive exhibitor experience.
Support expo setup, onsite operations, and breakdown to help ensure successful event execution.
Coordinate with onsite floor managers, contractors, vendors, and event partners on assigned expo needs.
Partner with Event Logistics colleagues on exhibitor registration and the overall onsite exhibitor experience.
Troubleshoot operational issues and respond to changing needs during events to support exhibitors, attendees, and internal stakeholders.
Track assigned project budgets, vendor estimates, invoices, expenses, deadlines, and deliverables.
Support post-event reporting, including exhibitor satisfaction, operational results, and experience-related outcomes.
Gather exhibitor feedback and event performance information to identify opportunities for improvement.
Share findings and recommendations with Event Partnerships leadership and internal stakeholders to support future planning.
Perform other duties as assigned.