Integral part of the CHEST meetings team responsible for the logistics of all CHEST events including Annual Meeting, Board Meetings, Board Review and Live Learning Courses. Individual specifically responsible for the all aspects of the CHEST annual meeting exhibit hall. Work with Exhibit and Sponsorship Sales Manager, meetings team and GSC to execute all exhibition management fulfillment. Specifically working with internal staff on any structures, security, shipping, electrical and internet. Assist in meeting logistic coordination of all CHEST events as necessary.
Primary responsibility in the development, execution and fulfillment of all exhibit operations and logistics for all Chest meetings.
Floor plan development with General Service contractor using expertise in placement and flow of space.
Manage GSC, EAC’s and lead in A2Z exhibit information and management.
Responsible for exhibitor housing, registration and pre/onsite/post exhibitor services
Work with Education Division on poster strategy and layout.
Contribute to all budget and expense management for all CHEST meetings.
Provide input to Exhibits & Sponsorship Sales Manager with the Exhibit Forum agenda development, marketing and on-site management.
Provide input to Exhibits & Sponsorship Sales Manager with the post show Exhibitor Evaluation.
Oversee and manage the coordination and distribution of communications to the exhibitors with the logistical and operational information transmitted after sales confirmation. This includes all Expo Gram communications, exhibitor service kit, housing, product descriptions, digital services integration of mobile app and A2Z.
Reconcile all related exhibit billing
Contribute as part of the exhibit/sponsorship team to the Exhibit & Sponsorship Prospectus. Work with Exhibit & Sponsorship Sales Manager and the Marketing team to provide input on the content.
Primary responsibility in the development, execution and fulfillment of all structures related to the Chest Annual Meeting (including, but not limited to: registration, Experience Chest, the store, VPTs, Games, Honor Lecture board, Day at a Glance, Bingo etc)
Ensure the logos for Grant sponsors are correct and approved by appropriate staff in the review/approval process in Passport.
Coordinate Sim Center needs from Simulation Team Staff and communicate Sim Center floor plan needs with Freeman.
Manage electrical needs for CHEST Annual Meeting.
Contribute to all budget and expense management as it relates to electrical.
Determine on-site electrical needs from internal stakeholders and develop RFP (if appropriate) to determine appropriate vendor and then arrange electrical needs within budget constraints.
Ensure onsite that electrical needs are placed correctly and work with electrical company for any pop up needs
Manage shipping process for CHEST annual meeting.
Contribute to all budget and expense management as it relates to shipping.
Coordinate shipping arrangement with GSC and internal staff and communicate shipping plans to Core Team/Staff Team.
Work with a point of contact from each department/area to coordinate shipping.
Work with staff and Freeman onsite to unpack and repack
Year round logistical planning and onsite staffing support for Learning courses at CHEST HQ Training Center.
Other duties and ad-hoc projects as assigned.
Required Qualifications and Competencies
4 years of college with specialized courses in hotel and/or meeting management, or commensurate work experience
Excellent verbal and written communication skills
Excellent interpersonal and customer service skills
Demonstrated ability to work independently as well as in a team environment
Strong organizational and prioritization skills to meet strict deadlines
Attention to detail
Proficiency in Internet and Mac- and/or PC-based computer applications including Word, Excel, PowerPoint, FileMaker Pro, or comparable programs
Demonstrated ability to coordinate multiple tasks simultaneously while maintaining a customer service-friendly attitude and perspective
Ability to accommodate approximately 15% travel
Ability to lift and move food and beverage inventory items weighing up to 25 pounds as needed
Ability to work weekends, flexible hours, and extended hours
Preferred Qualifications and Competencies
College degree in hotel and/or meeting management or related field
Experience in a medical society or association
Project management background
This description was designed as a convenience to acquaint employees and managers with the basic elements of the position. The duties of this position are not limited to what is contained in this description, and employees in this position may be asked to perform various functions not listed. This description is solely for the purpose of summarizing basic duties, and it is not intended to be a contract or guarantee of employment or of any specific terms or conditions of employment. This description may be amended or eliminated from time to time as necessary for operational or business reasons.