Meetings & Exhibits Manager

POSITION SUMMARY
Manage various projects and programs for the TDA Meeting and online Dental Concierge programs. Correspond with speakers, sponsors, exhibitors, and members about meeting information as required. Coordinate logistics and provide customer support to exhibiting companies. Assist with meeting arrangements including room set-up, hands‑on workshops, guest lodging, and supporting materials. Provide customer and technical support for online programs.

ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Exhibits:

Manage and strengthen exhibitor relationships to ensure cooperation and completion of the organization’s goals and expectations while providing a positive experience for exhibitors.

Coordinate various aspects of vendor exhibits at the TDA Meeting and Regional Learning events (if scheduled).

Manage exhibitor correspondence (vendor newsletter), exhibitor registration, exhibitor prospectus, exhibitor service kit, and exhibitor website pages.

Manage onsite exhibitor requirements and provide customer support to exhibitors.

Collaborate with the Director of Meetings and the sales team to curate yearly exhibitor marketing and sponsorship opportunities.

Maintain exhibitor records in online exhibitor software (currently Map Your Show).

Manage recognition of event sponsors in printed materials, onsite events, and marketing materials.

Create online exhibitor forms, surveys, evaluations, and support social media engagement as needed.

Manage the fulfillment of advertising, exhibits, and sponsorship items sold by the sales team.

Manage move-in/move-out with service contractor, exhibitor registration, and coordinate logistics for designated special event areas.

Communication:

Draft exhibitor email blasts and other communications for various meetings and online educational events.

Create and maintain a department content calendar, curate pictures, and coordinate social media promotion of educational events with the TDA Member Services Department.

Create and proofread promotional materials, speaker biographies, program synopses, special event details, housing information, exhibitor information, and registration information.

Monitor and update the department websites with current content and photos.

Educational Events:

Work with the Director of Meetings to coordinate and procure workshop supplies and exhibitor equipment for various events. Arrange materials for shipping and onsite distribution. Maintain an annual inventory.

Coordinate collection of Emerging Speaker applications, speaker contracts, and collection of speaker collateral for marketing and promotion.

Provide support for speakers, including hotel/travel reservations, room set-up requirements, and handouts. Order signage and materials as needed.

Manage the host recruitment program. Prepare information including training, assignments, badges, ribbons, function sheets, announcements, and hospitality passes. Maintain records and database for the program.

Provide member support for the Dental Concierge platform and assist the Director of Meetings in maintaining educational events in the Dental Concierge app.

Prepare and maintain reports including exhibit sales, sponsorship and advertising sales, and online CE events.

Provide support for the Council on Annual Meeting and Continuing Education Programs (CAMCEP).

Create continuing education systems and processes that meet ADA CERP or AGD PACE standards. Contribute to TDA’s renewal application and annual reporting requirements.

Work with the Meetings Director and/or Executive Director to coordinate other aspects of TDA continuing education and events as assigned.

Education:

High school diploma or GED required. Bachelor's Degree preferred.
Experience:

Three to five years of related experience, including meeting and/or tradeshow experience.
Computer Skills:

Excellent computer and technical skills. Proficient in Microsoft Office. Experience with Map Your Show preferred.
Certificates & Licenses:

None.

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