Full-Time Event Planner, Sponsorship & Exhibitor Deliverables

• Serve as the main sponsor-facing point of contact post-sale, ensuring all sponsorship deliverables are fulfilled accurately and on time
• Manage all exhibit hall logistics, including:Booth assignments and floorplan development in collaboration with contractors
• Booth utilities such as power, internet, AV, and shipping coordination
• Booth signage, branding, and furniture/décor
• Vendor communication, timelines, and task tracking
• Build, maintain, and manage the sponsor exhibit portal and related sponsor communications
• Enforce sponsor deadlines with professionalism—balancing strong project management with excellent customer service
• Collaborate with the sponsorship sales team to ensure expectations are clear and deliverables are feasible
• Work closely with the exhibit services vendor to design floorplans, review specs, and ensure sponsor materials meet guidelines
• Provide on-site leadership during move-in, exhibit hall setup, and live event operations to support sponsors and vendors
• Assist with sponsor welcome and check-in, troubleshoot deliverables, and ensure a polished sponsor experience
• Update and create documentation, processes, and sponsor resources as needed
• Support general event planning tasks as needed, especially where they intersect with sponsor experience

• space planning, F&B, AV, staff scheduling, internet, stage design, health and safety protocols, attendee communications, attendee experiences, and branding/environmental design
• Work collaboratively with other team members, across the organization, with community members, and with vendors
• Create new, or update existing processes, documentation, timelines, and to-do lists where it relates to event responsibilities
• Create and proofread event materials (including copywriting) for website, signage, registration, attendee/speaker/sponsor communications
• Provide on-site support for events, including overseeing execution of areas of pre-planning responsibility as well as other tasks as assigned
• Provide customer support to attendees and other event stakeholders
• Work closely with internal cross-functional teams for successful execution of events and to meet event goals and objectives
• Act as a skilled negotiator with proven experience finding creative ways to do more with less, and a track record of staying on budget
• Work with external vendors on the creation and timely delivery of conference deliverables

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