POSITION TITLE:

Exhibits Coordinator

GENERAL SUMMARY:

Responsible for Exhibitor and Commercial Representative badge registration, including working with a vendor for pre-registration website development, on site registration system, and overseeing production and mailing of over 10,000 technical exhibitor badges to over 500 companies. Attends Academy’s Annual Meeting and manages On-site Exhibitor and Commercial Rep Registration, including planning and ordering on site set up, signs and temp help. Supervises and trains temporary and on-site convention staff. Develops and maintains exhibitor registration policies and procedures. Coordinates exhibitor housing and procedures for the Annual Meeting.

Oversees scientific exhibits for the Academy’s Annual Meeting. Works with the Exhibits Committee in reviewing and selecting accepted scientific exhibit abstracts. Prepares and distributes meeting information to presenters of accepted exhibits, including the Scientific Exhibitor Service Kit. Supervises ordering of scientific exhibit booth requirements. Responsible for planning and ordering signs.

Responsible for assignment of Allied Organizations Displays for Annual Meeting and distribution of important information, required forms, and Service Manual. Distributes badges and assists organizations with all planning for booths. Orders booth requirements and signage.

Maintains accurate exhibitor records and files and generates a variety of reports for staff and vendor use. Performs financial reconciliation of monies pre-meeting and on-site.

Supports the Exhibits Manager with correspondence and counsels exhibitors concerning their booth, badges, housing, and the Academy’s exhibitor rules and regulations. Assists with correspondence to participants of the Ask an Expert and Electronic Skills presentations. Attends Exhibitor Advisory Council meetings and Exhibitors Open Forum meeting.

Works with the Exhibits Manager in production of the Exhibit Prospectus. Assists in production of materials for the Exhibitor Service Manual. Responsible for data entry, proofing and producing all scientific and technical exhibitor listings for annual meeting publications.

Responsible for all exhibitor and Scientific Exhibit computer-related projects and web pages updates and serves as primary contact for software changes. Works with vendor to upload all Annual Meeting information for PDA download on AAOS web site and on site at Annual Meeting.

TRAVEL:

Approximately 15 days per year, up to 12 days consecutively for the Academy’s Annual Meeting

QUALIFICATIONS:

Required: Undergraduate degree; association experience; 3-5 years' experience in the tradeshow or meetings industry; above average ability in organizational, written and verbal communication and human relations skills, including accurate proof-reading skills, MS Office experience including Word and Excel. Desired: Experience using Personify database.

Interested candidates should forward a resume with cover letter and salary requirement to: American Academy of Orthopaedic Surgeons, Attn: HR/CMS, 6300 N. River Rd, Suite 400, Rosemont, IL 60018. Or fax: (847) 823-1288. Or email: hr@aaos.org