Exhibits and Events Coordinator

Position Summary:

The Exhibits and Events Coordinator has the primary responsibility for assisting the Events Manager and Director of Events and Learning in managing the association’s Showcases (trade shows) including space assignment, vendor correspondence, and onsite fulfillment. Secondarily, this position assists the events team in coordinating NACUFS events including conferences, national learning programs, and in-house meetings.

Position Responsibilities:

• Manage exhibit space logistics including floor plans, showcase signage, and booth assignments.
• Oversee the exhibitor registration process, including handling inquiries, processing applications, and confirming personnel badge needs.
• Serve as the primary point of contact for exhibitors providing exceptional customer service and support. Ensure exhibitors receive necessary information, materials, and support before, during, and after the event.
• Work closely with vendors to create exhibitor kit and ensure a positive experience for participants.
• Oversee onsite operations during events including exhibitor check-in, badge pickup, and troubleshooting logistical issues as they arise.
• Ensure compliance with event guidelines, venue regulations, and safety protocols related to exhibits and events.
• Assist with the post-event wrap-up and compilation of session evaluations using both manual and automated processes (e.g., Survey Monkey).
• Maintain all event and showcase files, including budget tracking.
• Coordinate website and mobile app updates with Marketing Department.
• Prepare and ship program materials accurately and in a timely manner.
• Manage planning timelines to keep projects running smoothly and on schedule.
• Assist with all event responsibilities as needed.
• Other duties as assigned.

Qualifications:

• Two to five years’ experience in a trade show management or meeting planning role
• Associate degree required. Bachelor degree preferred.
• Association experience
• CEM or CMP preferred

Skills and Abilities required:

• Eye for detail with history of accurate, precise work
• Ability to work independently and self-motivate and collaborate effectively with others
• Strong computer, time management and multi-tasking skills
• Strong customer service and communication skills
• Ability to think through problem-solving situations critically
• Ability to lift and carry up to 50 pounds for short distances
• Ability to pack, unpack, and maneuver 100-pound wheeled cases
• Flexibility to adapt to rapidly changing association priorities
• Political sensitivity and judgment
• Proficiency with Microsoft Office
• Experience with AMS systems, preferably NOAH, and database reporting tools

Work Environment:

• NACUFS Headquarters is located in East Lansing, MI
• Regular office hours are 8:00 am – 4:30 pm, Monday – Friday
• Remote work experience available up to 2 days per week
• Periodic travel to conferences required including nights and weekends

The National Association of College & University Food Services (NACUFS)