Exhibition and Sponsorship Manager

Exhibition and Sponsorship Manager

Classification: Full-time, exempt position (40 hours/week)

Reports to: Director of Meetings

External Partner Supervision: Exhibition management company (global or local), other local or global vendors/partners related to exhibition and sponsorships and meetings delivery

External Partner Liaison Support: ISTH industry partners

Job Summary:

The ISTH Exhibition and Sponsorship Manager is a key member of the ISTH Meetings Team, responsible for the management/execution of all exhibition operations and logistics, sponsorship fulfillment (including a wide range of educational, scientific and promotional activities) for ISTH’s annual congresses, educational and highlight courses and other programs held in locations around the world.

The responsibility requires strong exhibition/sponsorship related technical understanding (including a deep understanding of pharma/medical device regulations and CME compliances), attention to detail and relationship building in a global setting and with some of the world’s largest pharmaceutical and device manufacturers.

Working within the ISTH Meetings team, the manager collaborates closely with the meetings team, business development team as well as external partners (such as global/and or local exhibition management companies, destination management companies and other vendors) to deliver best-in-class exhibition and sponsorship experiences for our industry partners while maximizing the support for ISTH’s meetings.

Key Responsibilities:

Industry Partnership Management

• Develop and maintain strong, ongoing and positive relationships with ISTH’s industry partners and act as the key logistics contact for exhibitors and sponsors for all the Society’s congresses, courses and other programs.
• Participate in the identification of services and solutions and participate in the selection, and ultimately management of (global and local) vendors/partners that will support the exhibit and sponsorship fulfillment process
• Maintain and assist in the growth of the ISTH industry partner contact lists (CRM), prepare regular updates, reports, statistics, trends, provide suggestions on improvements and innovations for attracting new and improving current exhibitor and sponsor ROI.
• Provide best-of-class customer service to internal and external stakeholders.

Exhibition and Sponsorship Management

• Support the development of income and expense budgets; monitor sponsorship and exhibition revenue and expenses against budgets as required, analyze trends and focus on optimization.
• Develop, together with the meetings and business development teams as well as the (global and/or local) show management company, venue and other partners, and manage the show floor plan to maximize exhibitor-delegate interactions, satisfaction and ROI/ROO for industry partners and participants alike.
• Execute the development of the exhibition and sponsorship sales information for each congress in close collaboration with the business development and meetings team as well as assist in the development of new revenue-producing sponsorship opportunities.
• Establish and maintain effective communications with prospective and confirmed exhibitors and sponsors; including, but not limited to sales information (prospectus), booth space and sponsorship allocations, contact confirmation, exhibitor kits, post-conference correspondence and general communication.
• Responsible for the implementation of all exhibit and sponsor contracts and agreements according to all applicable ISTH guidelines, legal requirements, etc.
• Responsible for proper and timely reconciliation and payment of exhibition and sponsorship amounts deliverables with the support of the ISTH finance team.
• Develop, manage and execute all aspects of the technical manual for exhibition and sponsorship services, together with the selected vendors.
• Assist in the selection, implementation, development and ultimately manage an online exhibition and sponsorship sales and exhibition/sponsorship services tool.
• Inform the development and ultimately manage and enforce exhibition and sponsorship rules & regulations according to global and respective local rules.
• Fully prepare and independently manage industry site visits as well as industry post-congress feedback meetings, survey’s etc.
• Manage deadlines, deliverables and information flow for sponsorship recognition as well as fulfillment of sponsor/exhibitor benefits with the ISTH marketing and communications team, the registration, program and wider meetings team as well as other parties as necessary; to include, but not be limited to printed programs, website, congress app and other media, registrations, onsite benefits, etc.
• Assist in other Society projects as assigned by the Director of Meetings.
• Perform other meetings or Society related duties as assigned.

Skills, Abilities, and Knowledge Required:

• Embodies ISTH’s internal core values of fun and recognition, collaboration, trust, communication, respect and progress
• A self-starter who demonstrates ownership and commitment to the role
• Can operated with a high degree of autonomy, responsibility, initiative and professionalism
• Work with a sense of urgency and results-orientation, with the ability to multi-task in a fast paced multi-cultural and international service environment
• Demonstrated ability to remain flexible, manage multiple priorities, and stay highly organized and detailed oriented
• Proven business and analytical skills
• Ability to develop creative solutions to client needs and challenges
• Professional presence - ability to communicate with others and collaborate respectfully and in a culturally sensitive way with high-level professionals including volunteer leadership, members, industry professionals and stakeholders from around the world
• Keen ability to listen, build relationships and partner with customers while enforcing ISTH rules and regulations
• Exemplary written and verbal communications skills
• Stay current with global trends in exhibition and sponsorship for medical/scientific organizations and represent the Society in relevant global organizations
• Proficiency with terminology and common procedures/rules/regulations of the exhibition and conference industry in an international and medical/scientific setting.
• Bi- or multi-linguality is a significant plus

Experience and Minimum Requirements:

• College degree, preferred
• Minimum of 5 years professional experience in an international conference and trade show management role, with specific experience with events held in different locations around the world and in the medical/scientific field
• Demonstrated knowledge of pharma/device industry codes (e.g., IFPMA, PhRMA, AdvaMed) and CME compliance frameworks.
• Certified Exhibition Management (CEM) and/or Certified Meeting Professional (CMP) designations preferred
• Working knowledge of Microsoft Office, tradeshow, sponsorship/exhibition management and/or other conference management software

Work Environment:

• This position is mainly sedentary
• The position requires the ability to lift and carry up to 30 lbs. of materials.
• Weekend and after-hour work may be required as dictated by the event schedule
• Travel (primarily internationally) required is up to 10%-15% of work schedule

Benefits:

• Comprehensive health plan with a fully funded HRA, life insurance, plus dental and vision coverage
• 45 days of annual paid time off based on tenure, including holidays, vacation, and health & wellness leave
• Paid parental leave
• Retirement plan with employer contributions up to 10%
• Professional development stipend + ASAE membership
• Monthly work from home stipend + home office stipend

• Comprehensive health plan with a fully funded HRA, life insurance, plus dental and vision coverage
• 45 days of annual paid time off based on tenure, including holidays, vacation, and health & wellness leave
• Paid parental leave
• Retirement plan with employer contributions up to 10%
• Professional development stipend + ASAE membership
• Monthly work from home stipend + home office stipend