Exhibitor Coordinator (Program Administrator 1) - PN: 20068114

Job Overview
Under the direction of the Event Manager, the Exhibitor Coordinator is responsible for developing, managing, and executing the in‑person and online exposition components of the agency’s annual convention. This role conducts industry research, analyzes event operations, manages exhibitor relationships, and supports onsite and virtual event execution to ensure a high‑quality, customer‑focused experience aligned with agency goals.

Key Responsibilities
Exposition Planning & Management

Research and analyze safety congress operations to identify best practices and opportunities for improvement.

Assess trends in the convention/tradeshow and occupational safety and health industries to recommend operating procedures, expo management strategies, floor plan designs, and performance benchmarks.

Research, identify, and solicit safety, health, wellness, and workers’ compensation companies as potential exhibitors or attendees through multiple outreach channels.

Identify and solicit advertising and exhibit space buyers using industry publications, online searches, referrals, and other marketing resources.

Develop, document, and implement strategies to retain exhibitors and build long‑term industry relationships.

Recommend contractual terms for exhibitors and monitor compliance with contract conditions.

Conduct cost studies of local and national tradeshows and conventions to recommend pricing structures, program offerings, advertising options, and budget considerations.

Develop and implement exhibitor customer‑service plans, including marketing materials, operational guidelines, service‑order processes, installation/dismantle procedures, and savings initiatives.

Research technology solutions to enhance the in‑person and online convention experience; recommend digital tools for exhibitor communication, marketing, and service delivery.

Conduct surveys and evaluations to measure customer satisfaction and program effectiveness.

Prepare reports and recommendations for event enhancements; assist in implementing approved changes related to expo operations.

Lead RFP development, vendor evaluation, and coordination for expo service providers, including audiovisual, registration, transportation, signage, installation labor, and facility partners.

Support the Event Manager in implementing new systems, policies, and initiatives to increase overall event efficiency and service levels.

Data, Reporting & Budgeting

Develop and maintain databases to monitor exhibitor participation and educational programming trends.

Create queries and reports to summarize event performance and identify improvement opportunities.

Develop measurement tools for participant feedback, analyze results, and prepare summary findings.

Provide recommendations for the annual operating budget for the agency’s annual convention.

Onsite & Online Event Support

Deliver onsite and virtual service to exhibitors and contracted vendors during the annual convention.

Facilitate installation and dismantle of in‑person and online exposition booths and program components.

Coordinate service delivery among contracted vendors to ensure smooth operations.

Resolve onsite and online conflicts in accordance with agency policy and contractual requirements.

Required Experience and Education

Completion of an undergraduate core program in business administration, management science, or public administration AND 12 months of training or experience in a supervisory, administrative, or managerial position involving limited research & public contact. If assigned to operate vehicles regulated by Section 4506.01 of Revised Code, a valid commercial driver’s license is required.

Or completion of an undergraduate core program in an academic field commensurate with the program area and 12 months of training or experience in a supervisory, administrative, managerial, or staff position involving limited research & public contact. If assigned to operate vehicles regulated by Section 4506.01 of Revised Code, a valid commercial driver’s license is required.

Or 36 months of training or experience in business administration, management science, or public administration. If assigned to operate vehicles regulated by Section 4506.01 of Revised Code, a valid commercial driver’s license is required.

Or equivalent of Minimum Class Qualifications for Employment noted above.

Position Specific Minimum Qualification
24 months of experience in tradeshow, convention, conference, or large event planning & marketing (e.g., onsite operations and exposition floor management: floor plan design, layout and traffic flow, meeting and tradeshow industry trends, practices, promotions, communication with exhibitors).

Job Skills
Program Management

Professional Skills
Attention to Detail, Ethics and Values, Organizing and Planning, Written Communication

Work Hours
40 hours per week. Overtime may be required, especially during Safety Congress.

Location
William Green Building, Columbus, Franklin County, Ohio, United States.

Compensation
$27.73 - $34.35 per hour

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