The Meetings and Exhibits Coordinator for the Society for Maternal-Fetal Medicine (SMFM) assists with all aspects of planning and implementing SMFM’s onsite educational courses and associated exhibitor support tasks. The Meetings and Exhibits Coordinator also serves as the meeting registrar, ensuring the proper implementation of event attendee registration and exhibitor applications, and coordinates CME and/or CEU accreditation.
The position requires an initiative-taking individual who possesses excellent organizational skills, a high level of enthusiasm and initiative, customer service skills, exceptional communication and writing abilities. A meticulous individual with strong problem solving, and project management abilities. Ability to communicate well with management, co-workers and members both individually and in group settings. Demonstrated ability to work independently and under pressure to meet deadlines, maintain confidential information, and demonstrate a high level of professionalism. Ability to travel.
Roles & Responsibilities
Registration and Meeting Logistics
- Registration: Act as registrar for all meetings, managing online setup, serving as the primary point of contact for attendees, and processing manual registrations, cancellations and refunds.
- Onsite Meeting Support: Provide onsite logistics, registration, and exhibitor support and coordinates external activities as needed.
- Faculty Support: Coordinate course faculty, including communicating deadlines, collection of faculty information, course presentations, and expense report reimbursement.
- Materials: Produce, pack, and ship meeting materials, maintaining office inventory of meeting supplies and collateral and replenishing, as necessary.
- Hotel: Coordinate the establishment of direct billing; manage room block ensuring all faculty, staff, vendors, and VIPs are accounted for.
- CME: Secures CME joint accreditation for small courses and responds to member inquiries regarding CME/CEU.
- Mobile Event App and Meeting Microsites: Co-lead the development of the meeting mobile event app and the meeting website, working with the membership and marketing coordinator to manage the design, setup, and implementation, while working with program staff to ensure the content is appearing accurately.
- Vendor Research: Support the RFP process for small vendors including photographer, first aid, security, temporary staff, branded collateral, and offsite activities.
- Communications: Draft and review faculty, attendee, and exhibitor email communications.
Exhibit and Sponsorship Support
- Application Management: Assist with data entry of exhibit applications, sponsorship applications, booth assignments, invoices, and payment processing.
- Exhibitor Benefits Fulfillment: Timely response to all to exhibitor inquiries and requests, including but not limited to supporting exhibitor’s use of the exhibitor portal, mailing list and lead retrieval list fulfillment.
- Sponsorship Fulfillment: Support the fulfillment of all sponsorship benefits including but not limited to requests for digital bag inserts and other digital and printed advertising opportunities, securing assets in the specified format and tracking and reporting metrics.
- Exhibitor Registration Support: Set-up, test and create all instructions for exhibitor registration; manual processing exhibitor registrations as necessary.
- Exhibitor Communications: Compose correspondence relating to exhibit approvals, denials, registration, and requests for additional information on SMFM procedures.
- ICW Application Management: Process exhibitor ICW (in conjunction with) meeting space applications in consultation with meeting logistics staff.
- Meeting Materials: Compile exhibitor descriptions for the meeting program book, and ensure proper attribution for sponsored events in all digital and printed meeting materials, including meeting signage.
- Exhibitor Contractor Liaison: Serve as a secondary contact for official exhibit contractors (i.e., installation/dismantle, audio visual, florist, and security companies).
- Onsite Support: Provide onsite exhibits management/floor manager assistance and staff exhibitor registration desk as necessary.
- Database Support: Add new companies to exhibitor prospect database and add exhibiting companies to exhibitor portal.
- Administrative Support: Provide general administrative support to the meetings and exhibits staff.
SUPERVISORY RESPONSIBILITIES
None
Experience and Other Requirements
- Bachelor’s degree and 1-3 years of experience as a meeting planner or administrative support; non-profit association experience preferred.
- Exceptional written, oral, interpersonal and organizational skills.
- Knowledge of association management systems (AMS) and the Cadmium suite of event technology software a plus.
- Proficient with Microsoft Office software with expertise in Excel.
- Ability to work well on your own, troubleshoot and resolve issues independently.
- Well-organized and able to prioritize inquiries and requests.
- Strong collaborator; conducts and maintains collegial relationship with staff and members; has flexible, positive, “can-do” attitude.
- High levels of intellectual curiosity, adaptability and emotional intelligence.
- Critical thinker with a strong work ethic, high level of attention to detail and ability to multi-task.
Additional Job Requirements:
- Must live in Maryland, DC or Virginia and be able to go to the office in Washington, DC when needed (even if you choose to work remotely most of the time).
- Ability to travel up to six meetings per year or as needed and occasional flexibility with work hours.