Conference Coordinator

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Position Title:    Conference Coordinator - Programming, Exhibits and Customer Service

Department: Industrial & Environmental   

Reports to: Manager, Industrial & Environmental Conferences


Job Summary:

The Coordinator will support the implementation of two conferences by coordinating the educational program, exhibits and customer service. The Coordinator will also support the administrative needs of the department’s Executive Vice President.




Program Coordination

  • Serve as primary liaison for the Program Committee and all conference speakers. This includes pre-submission questions, speaker notifications and keeping speakers informed of all requirements.
  • Assist with speaker outreach and coordinate workshop programming
  • Run the online submission tool to collect abstracts
  • Create graded submission print-outs for off-line selection process
  • Maintain tracking documents, speaker abstracts and pictures, and program slide decks
  • Provide on-site oversight and assistance with the program


Exhibit Coordination

  • Act as point of contact for exhibitors. This includes working with exhibitors from the qualifying stage, contracting, benefit fulfillment, on-site and post-conference
  • Process exhibitor contracts, create invoices and track revenue and exhibitor benefits
  • Maintain all tracking documents
  • Aid in the creation of floor plans, service kits and booth assignments
  • Distribute the exhibitor service kit, registration information, and collect exhibitor descriptions and other information as needed
  • Assist with sales activities by doing outreach to previous exhibitors to renew contracts and prospecting new exhibitors


Customer Service Coordination

  • Serve as primary contact for all conference communication
  • Monitor e-mail and phone lines and respond to general conference inquiries


Departmental Administrative Duties

  • Process contracts invoices for the department
  • Coordinate subscription services for the department
  • Complete the Executive Vice President’s expense reports and book travel for them



  • Provide regular updates to the Conference Manager, department, and conference team in the areas of programming and exhibits
  • Maintain websites for both conferences ensuring all information is current
  • Assist Conference Managers with meeting logistics including signage orders, printed program, timelines, schedules of events, etc.
  • Assist with marketing activities including prospecting and maintaining contact information for potential attendees
  • Assist with training temporary staff
  • Assist with conference shipments
  • Help staff booth when BIO exhibits at regional conferences
  • Work closely with other departments to coordinate sponsor allotments and benefits
  • Other administrative duties as assigned



  • Excellent interpersonal, communication, analytical and organizational skills
  • Ability to meet tight deadlines and balance multiple, high priorities at once
  • Highly skilled in Excel, PowerPoint and Word. Basic knowledge of Access a plus
  • Experience with association management and CRM databases a plus
  • CEM (Certified Exhibits Manager) coursework a plus
  • Past experience working at an association and/or with high-level executives a plus
  • Bachelor’s degree. Degree in hospitality and tourism management, business or communications a plus
  • 1 -3+ year’s event experience
  • Ability to travel in North America (approximately 10%)
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