• Convention Coordinator

    Location US-NJ-Plainsboro
    Posted Date 3 weeks ago(05/31/2018 5:07 PM)
    Job ID
    # Positions
  • Overview





    GES, Global Experience Specialists, is a global event marketing company with over 90 years and 4,000 passionate employees in North America, Europe and the Middle East.  Be challenged with working in partnership with Congress stakeholders including Congress Manager, BU lead, Brand, MI team, Agencies, Show Organizer to develop and implement innovative, cost effective and compliant exhibit program solutions.


    We create some of the most incredible events in the world – think traveling entertainment exhibitions, global user groups, sales conferences, holiday extravaganzas and exhibitions of all sizes. From initial strategy to show-stopping audio visual, accommodations to insightful measurement – and every detail in between – we bring brands to life!


    Our mission is to create memorable event experiences, and we count on our talented employees around the world help us do it. We are looking for team members who can dream up the impossible and deliver it. 


    Wow I Didn’t Know GES Did That: 




    • Partner with stakeholders to understand show objectives, space and budget to develop exhibit recommendations
    • Research show information understanding show rules and regulations, early order discounts, show kit costs, hall plan with booth space and orientation
    • Develop show budgets
    • Develop property transshipping recommendations
    • Develop show timeline, note key deadlines in planning deck and in systems
    • Research graphics and associated expiration dates and any property conflicts, develop solutions
    • Reserve onsite resources including but not limited to I&D lead, AV techs
    • Initiate booth design/revisions, reserve components in inventory management system
    • Develop and recommend traffic builder initiatives as appropriate
    • Submit necessary EACs to General Contractor
    • Participate in planning meetings/supply necessary planning meeting material
    • Gather information for proposal creation/create the proposal, provide for review and approval


    • Provide agency with Digital prep guide, graphic templates and floor plan
    • Order show services to facilitate early order discounts
    • Place transportation order
    • Download I&D team on  booth, installation, dismantle and supervision schedule/requirements
    • Launch production work as necessary
    • Coordinate all MI badge/pretesting as appropriate
    • Check graphic timelines for deadlines. If deadlines are approaching, contact clients for artwork
    • Launch Floor Plans in Detailing
    • Bring Hall Floor plan to check booth orientation
    • Gather tracking      information for all Client Supplied Materials
    • Receive packing lists from the project manager, review client punch list
    • Arrange any last minute shipments to show site
    • Finalize floor plans and Setup prints with onsite staff
    • Pretest all AV content
    • Send packing lists and tracking information to the onsite staff
    • Make sure the I&D team knows client schedule are coming to the booth/walk through schedule
    • Provide onsite contact sheet with show hours, key contact names and cell numbers


    Show Site:

    • Assist Client/Staff with On-Site Requests & Questions
    • Coordinate Queries with I&D Staff
    • Ensure Accuracy of Exhibit Installation
    • Manage and Verify Exhibit Services
    • Attend Briefing Meeting & Exhibit Walk Thru
    • Attend Clients Product Theatres, etc as appropriate
    • Walk Show Floor to Note Key Industry Trends and Booth Trends
    • Collect Information on Competitors Booths
    • Collect Information on Clients Exhibit


    Post Show:

    • Collect data during congress experience for debrief meetings to monitor results
    • Understand what changes need to be made for future shows?
    • Review GES Receive/Store Report for exhibit and document any damaged items as necessary
    • Reconcile/Process Final Invoice
    • Address any issues with vendor invoices.
    • Review Budget vs. Actual,address any variances.
    • HCP Reporting (if applicable)
    • Competitive Analysis Report if appropriate
    • Evaluation Report of  Clients Exhibit if appropriate
    • Recommendations booth, exhibit space, activities, trends






    Required Traits:


    • Foresight to anticipate clients’ needs and requirements.
    • Excellent interpersonal skills and the ability to develop a strong rapport with the      convention/congress department client, brand managers, regulatory personnel, agencies and other key stakeholders.  Approachable, engaging and likable.
    • Articulate, poised and polished with the ability to communicate clearly, concisely and professionally both verbally and in writing.
    • Exceptional organizational skills and ability to multi-task; able to manage shifting client priorities and multiple/simultaneous client shows and projects.
    • Ability to proactively provide practical solutions in an ambiguous, time sensitive and fast paced environment.




    • Bachelor’s Degree required with Marketing/Communications major preferred or commensurate experience.
    • Thorough knowledge of spreadsheets, databases, word processing and graphics.
    • Ability to analyze available information and make sound decisions.
    • Excellent communication and presentation skills.
    • Ability to work in consultative manner with internal GES teammates and client contacts at a variety of levels.
    • Travel approximately 35%.



    Work Environment




    Our team members are our family, so we help our team members care for their families. The rewards of joining GES are extensive. We offer a comprehensive benefits package to all full-time employees. Here are some of the highlights:

    • Competitive salaries
    • 401K with company match
    • Healthcare/vision/dental insurance
    • Wellness benefits
    • Career development program
    • Tuition reimbursement program
    • Employee assistance program
    • Vacation time
    • Community involvement opportunities
    • Team activities

    And much more……


    EEO Information

    Equal Opportunity Employer, including vets and disability.


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