Conventions and Events Specialist

Job Summary

The Convention and Events Specialist is responsible for coordinating and executing all aspects of our presence as an exhibitor at trade shows and conventions, as well as planning and organizing customer events. This role involves managing logistics, coordinating with internal teams and external vendors, and ensuring the success of each event.

Key Responsibilities

1. Trade Show Coordination:
   • Research, select, and register for trade shows and conventions that align with our target audience and business objectives.
   • Coordinate logistics for trade show participation, including booth selection, exhibit design, shipping, setup, and teardown.
2. Exhibit Management:
   • Develop and oversee the design and production of trade show exhibits, signage, marketing materials, and promotional items.
   • Manage booth staffing, scheduling, and training for trade show events.
3. Customer Events Planning:
   • Plan and execute customer events, such as product launches, networking receptions, and educational seminars, to engage with customers and prospects.
   • Coordinate venue selection, catering, audiovisual equipment, and other event logistics.
4. Vendor and Supplier Management:
   • Liaise with external vendors, contractors, and suppliers to secure services and resources for trade shows and events.
   • Negotiate contracts, manage budgets, and ensure timely delivery of products and services.
5. Event Marketing and Promotion:
   • Develop marketing and promotional strategies to drive attendance and participation at trade shows and customer events.
   • Create event invitations, email campaigns, social media posts, and other promotional materials to generate interest and awareness.

Preferred Qualifications

• Bachelor's degree in Marketing, Communications, Event Management, or a related field.
• Experience in event planning, trade show coordination, or related roles.
• Strong organizational, project management, and multitasking skills.
• Excellent communication, negotiation, and interpersonal skills.
• Experience in healthcare.
• Knowledge of event management software, CRM systems, and marketing automation platforms.
• Ability to work effectively under pressure and meet tight deadlines in a fast-paced environment.

Working Conditions

• Works in office area(s), warehouse, pharmacy, and some positions work in a long-term care environment (i.e. nursing home, drug rooms, nurses’ stations, resident rooms, etc.).
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is involved with customers, and customer representatives, family members, residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.
• Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
• Communicate with the designated facility staff, nursing personnel, residents, or family members.
• Works beyond normal working hours and on weekends and holidays when necessary.
• Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Is involved in community/civic health matters/projects as appropriate.
• Attends and participates in continuing educational programs.
• Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS, COVID-19, and Hepatitis B viruses.
• May be subject to the handling of and exposure to hazardous chemicals.

Education

Must possess and maintain any and all necessary active and unencumbered certifications, degrees, or licenses in the necessary state, to the extent the position requires such certifications, degrees, or licenses.

Specific Requirements

• Must be a supportive team member, contribute to and be an example of teamwork and team concept.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with customers, personnel, residents, family members, visitors, government agencies/personnel, and the general public.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements (with or without reasonable accommodation) (With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the workday.
• Must be able to read, speak, and understandably write the English language.
• Must be able to cope with the mental and emotional stress of the position.
• Must function independently, and have flexibility, personal integrity, and the ability to work effectively with customers, residents, personnel, and support agencies.
• Must meet the general health requirements set forth by the policies of this company, which include a medical and physical examination if the position requires.
• Must be able to push, pull, move, and/or lift a minimum of 50 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.

All Other Duties as Assigned.

I understand this job description and its requirements; I understand that this is not an exclusive list of the job functions and that I am expected to complete all duties as assigned; I understand the job functions may be altered by management without notice and that I am an at-will employee.

Accommodations

The company is an equal opportunity employer and recognizes that an individual with a disability may require accommodation to enable the individual to successfully perform a job function. I understand that I should discuss with my supervisor any needed accommodation. I agree to cooperate with the company in identifying and discussing any available reasonable accommodation that may enable me to perform the essential function(s) of my position.