National Business Aviation Association (NBAA) Washington, DC, USA
Aug 10, 2018Full time
Manager, Exhibits (673) Req Id 673 - Posted 08/07/2018 National Business Aviation Association Job Description Job Title: Manager, Exhibits Division: Conventions & Membership Reports To: Director, Exhibits Sales, Services & Operations FLSA Status: Exempt Location: Washington, DC Status: Regular, Full time SUMMARY The Manager, Exhibits serves a key role in preparing, organizing and executing NBAA’s trade shows. Primary responsibilities include assisting in all exhibitor-related activities for the NBAA Business Aviation Convention & Exhibition (NBAA-BACE), European Business Aviation Convention & Exhibition (EBACE) and Asian Business Aviation Conference & Exhibition (ABACE), including booth placement, communicating and enforcing rules/regulations, and billing and collecting fees. This position supports the VP, Exhibits and Director, Exhibit Sales, Services & Operations (ESS&O), and works in tandem with the other Manager, Exhibits in bearing primary responsibility for all aspects of exhibitor relations. These duties include communicating regularly with exhibitor-appointed contractors (EACs) for all BACE events, providing excellent customer service, conducting the exhibitor booth lottery and placement, configuring the display floor, placing booths and aircraft in the exhibit hall, updating exhibitor information, developing standardized rules and regulations, and related management tasks. ESSENTIAL DUTIES AND RESPONSIBILITIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Specific duties and responsibilities include but are not limited to: In conjunction with exhibits team, is responsible for indoor exhibit sales and booth placements at NBAA’s conventions: NBAA-BACE (1,100 exhibitors), EBACE (500 exhibitors), and ABACE (200 exhibitors) Assists with exhibit booth placements for Forums, Schedulers & Dispatchers Conference and Maintenance Conference, as needed Provides management and auditing of booths Enforces and communicates show management rules and regulations, as well as venue rules and regulations Maintains professional, congenial and proactive communications with exhibitors and service partners In conjunction with Project Manager, Event Marketing reviews production schedule and assists with providing content for exhibitor e-postcards Reviews exhibitor stand drawings and aerial rigging requests for compliance to NBAA and venue rules & regulations In conjunction with other exhibit manager, manages exhibitor-appointed contractor database for the three BACE events (NBAA, ABACE and EBACE) and ensures all EAC insurance requirements have been met Reviews and manages target change requests for early move-ins Assists with requests to work extended hours on show site Participates in sales outreach to potential exhibitors through emails and telephone calls As part of exhibits team, contributes to and reviews all pre-show and on-site exhibitor communication, including e-postcards and sales brochures Supports exhibitor payment collections for all BACE events to ensure exhibit fees are paid Creates and sends exhibitor communications, as needed Maintains online central repository with all exhibitor reports for all staff to access; communicates with the Accounting Department to keep them apprised of collections on all outstanding accounts Takes a proactive approach to anticipating and preventing problems With the entire exhibits team, fields exhibitor calls during the “live” booth placement process and places exhibitors on floor plans according exhibitors’ preferences during their scheduled appointments Issues email confirmation of exhibitors’ exhibit space In conjunction with exhibits team, helps to design and manage floor plan with the assigned booths, aircraft in the convention center static display and all other show elements – both for initial booth placements and all subsequent changes from application submission until show date In conjunction with exhibits team, ensures all floor plans meet fire marshal rules and regulations Works in MapYourShow software to reflect all exhibitor booth selections and changes Prepares updated exhibitor lists files and provides them to preferred and exclusive service providers for NBAA-BACE, EBACE and ABACE Maintains a database of exhibitors wishing to change their locations should more favorable locations become available Assists with comprehensive reviews of all BACE event websites and exhibitor service kits, as well as testing of exhibit applications, on an annual basis in preparation for launch of coming year’s events – reviewing content and suggesting modifications to rules and/or policies/procedures Maintains exhibitor prospect lists for NBAA-BACE, ABACE and EBACE Answers email and telephone questions from exhibitors and their exhibitor-appointed contractors regarding every aspect of exhibiting at the three BACE events Prepares variety of reports showing current status of exhibit orders, income, booth assignment, etc. In conjunction with other exhibits manager, orders show management telephone and electrical requirements for NBAA-BACE, EBACE and ABACE At each show site, visits exhibitors several times during move-in, on show days and during move-out to ensure exhibitors’ needs are met, answer questions, assist with resolving problems or concerns, and address violations of NBAA’s rules and regulations Assists with on-site promotion and early sales opportunities for the following year’s NBAA-BACE, EBACE and ABACE Participates in telemarketing for the purpose of obtaining statistical information to benchmark NBAA events against aviation industry and tradeshow industry events Actively participates in all required weekly meetings, including metrics meetings and exhibits meetings, in planning for BACE events Assists with maintaining EACs database and provides information to service providers Prepares post-show analysis of operations activities of BACE shows to be shared at post-show meetings, making recommendations for changes and improvements Proactively engages in strategic and creative planning with exhibits team by keeping abreast of industry trends and innovative event ideas Responds to Zendesk inquiries for general exhibitor information for BACE events and serves as back-up for Schedulers and Dispatchers Conference, Forums and Maintenance Conference, and ensures that customer service ratings are kept high and that response time of four hours or less is met Prioritizes work appropriately, readily accepts new responsibilities and adapts well to change in priorities Handles multiple assignments and priorities, and fulfills all commitments Comes prepared to meetings on-time, responds to emails and communications in a timely manner Assists with special projects and events, as assigned Follows and administers all company policies and acts as a role model in the adherence to policies Establishes and maintains positive, professional relationships with exhibitors and service partners through effective, timely and reliable communications Maintains current understanding of technical processes, software and equipment and uses technology to increase performance/productivity Works with exhibits team, NBAA staff and service partners to ensure smooth logistical set up and execution of show floor Performs other duties as assigned by VP Exhibits and Director, ESS&O Travel – Total annual percentage of travel per year is 30%; a minimum of 10 days for each BACE event (as required), possible site visits (two days) and visits to other conventions in the industry (three days) Supervision Received – Collaborates on assignments and projects with VP Exhibits, Director, ESS&O and Director, Static Displays; touches base multiple times a day with Director ESS&O to review the progress of projects Decision Making – Scope of Authority – Makes decisions regarding floor plans, including placing exhibitors in booth spaces; approves exhibitors’ stand drawings and requests for rigging in accordance with NBAA and venue rules and regulations Contacts – Constant contact with VP of Exhibits, Director of ESS&O, Exhibits Coordinator, Exhibits Manager and Administrative Assistant; weekly contact with remainder of C&F Staff; weekly contact (and as conventions approach, daily contact) with the service contractor for all conventions) to provide information, advise others, manage information and make decisions regarding the planning of the Conventions; weekly contact (and as conventions approach, daily contact) with venue to provide information and advise of logistical changes; constant contact with exhibiting companies and EACs to provide information, advise of logistical changes, and negotiate matters regarding participation at the event; daily contact with NBAA Accounting Staff to manage the financials of exhibiting companies, as well as the financial status of all Convention accounts and to discuss outstanding invoices, credits and pre-paid accounts to maintain accurate financial information, during preparations for ABACE; weekly contact with team from MegaExpo and ABACE in-country representative NON-ESSENTIAL DUTIES AND RESPONSIBLITIES Prints, mails or emails invoices to primary contacts of exhibiting companies that have outstanding balances in the months prior to the conventions SUPERVISORY RESPONSIBILITIES None REQUIRED QUALIFICATIONS Specific requirements include but are not limited to: SKILLS, KNOWLEDGE & ABILITIES Expertise in providing outstanding customer service Effective oral communication skills, including the ability to interact successfully with internal and external customers Excellent interpersonal communication skills, including the ability to work well independently as well as in a team Excellent organizational and time management skills, including demonstrated capacity to successfully manage multiple projects and deadlines simultaneously Excellent attention to detail Ability to periodically work extended hours including long days, weekends, evenings and holidays Proficiency in Microsoft Office including Word, Excel, PowerPoint and Outlook Proficiency in MapYourShow software Proficiency in databases, including iMIS Knowledge of the AutoCAD program Understanding of financial ledgers and transactions Strong problem-solving skills EDUCATION Accredited bachelor’s degree EXPERIENCE Minimum three years’ experience in the convention/exhibits industry, including floor plan experience DESIRED QUALIFICATIONS Knowledge of business aviation industry iMIS Database experience Proficiency in the MapYourShow program AutoCAD LT experience NBAA is seeking a Manager, Exhibits to serve a key role in preparing, organizing and executing NBAA’s domestic and international trade shows. Specific responsibilities include communicating regularly with exhibitors and exhibitor-appointed contractors (EACs), developing floor plans, reviewing stand drawings, enforcing association and venue rules/regulations, and related exhibitor management tasks. NBAA is a nonprofit trade association serving a dynamic and growing industry. From our headquarters in downtown Washington, DC, staff members deliver top-notch customer service to our members across the world. NBAA offers generous benefits and a collegial work environment in the heart of the nation’s capital. NBAA seeks candidates with outstanding customer service instincts, effective oral and written communication skills, excellent attention to detail and demonstrated ability to resolve challenges while working under time constraints. Candidates must have at least three years’ experience in the conventions/exhibits industry, including floor plan experience and a track record of successful project management. NBAA is looking for a highly driven individual with strong interpersonal skills to provide world-class customer service to our convention exhibitors. If that sounds like you, please submit your cover letter and resume.