Convention Coordinator

Smithbucklin, a 650‑person, employee‑owned professional services company with more than 70 years of success serving the association market, with primary offices in Chicago and Washington, D.C., is looking for a Convention Coordinator to join our Event Services unit in our Washington and Chicago office.

Be part of a world‑class Events team delivering transformational events that are strategically designed and exceptionally executed, working closely with client organization stakeholders to align event goals and strategy.

Join Smithbucklin in our Event Coordination Team as a Coordinator. Our Event Services Unit provides event, conference, tradeshow and sponsorship management worldwide through the expertise of our event professionals, who manage every facet and detail of our client organizations’ events. You will support a group of clients within a specified Event Portfolio team (Business & Trade, Healthcare & Scientific and Technology & Corporate Events).

At Smithbucklin, we embody a culture driven by optimism, ambition, expertise, and thoughtfulness
, where every team member is empowered to exceed expectations and deliver exceptional results for our clients. Join us in shaping the future of association management, where our values serve as the cornerstone of our success.

In this role, you will be accountable for coordination of all pre-event and onsite execution for events, conferences, meetings and trade shows.

• Create venue and audiovisual specs, food and beverage plans, assign meeting space
• Create revenue and expense assumptions for conference and tradeshow expense lines and manage to budget numbers
• Create housing blocks; understand hotel contractual terms and commitments
• Review vendor proposals/contracts and negotiate agreements
• Develop and implement event registration policies and procedures
• Create General Services Contractor specifications and create overall signage plan
• Oversee exhibitor space selection process
• Create trade show floor plan designs
• Fulfill year-round partner programs and serve as the primary contact for sponsor companies
• Bring innovation and invention to event planning

• You love the events and meeting space, you possess strong knowledge of industry terminology, sponsorship fulfillment, tradeshow, and registration processes
• You love innovation and coming up with new and interesting ways of doing things
• You love to multi-task, have strong time management skills and are known for your ability to prioritize effectively and flex when needed
• You are proactive, with a default towards taking action
• You thrive in pulling people together for a greater cause, eliciting cooperation from and inspiring clients, colleagues and suppliers
• When presented with a problem, you demonstrate a positive attitude, eagerness and open-mindedness towards solution seeking
• You possess intellectual curiosity, are a continuous learner and seek to understand the “why and how”
• You possess strong written and oral communication skills
• You have strong interpersonal skills and a high degree of responsibility, initiative and professionalism
• You possess familiarity with venues, facilities and conventions centers
• You have the ability to travel 25%, both domestic and international, and work overtime as needed to attend events and client meetings (may include weekends)

• Bachelor's degree from an accredited four‑year institution or equivalent experience
• 3-5 years relevant professional experience

• 3 year+ of experience in an event planning environment is a plus
• Experience with exhibit management software, Salesforce and/or other CRMs is a plus
• Proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Whether you are just beginning your career or are a mid‑or senior‑level professional, working at Smithbucklin will offer you countless opportunities to develop transferrable skills, acquire meaningful knowledge and gain rich experiences at an accelerated pace. By working collaboratively with smart, ambitious, multi‑talented, genuine and hardworking colleagues, you will build meaningful,…