Icba Events - Associate, Events & Exhibits

ICBA EVENTS - ASSOCIATE, EVENTS & EXHIBITS Job Description

Posted Tuesday, June 23, 2026 at 4:00 AM

The Associate, Events & Exhibits will be responsible for supporting the convention & meetings team members. Main responsibilities will be supporting exhibit and sponsor ships for ICBA LIVE and assisting team members for other organizational events throughout the year. This includes maintaining Exhibitor registration, assigning booth spaces, coordinating the exhibits directory as part of the ICBA LIVE mobile app, and exhibitor and sponsorship listings.

Additionally, this position will gather COI and all exhibit/sponsorship related forms and help coordinate shipping for events as assigned. They will provide excellent customer service and attention to detail via phone calls, email, and onsite at events.

• Assist with the administration of all exhibitor activities, including maintaining the exhibitor website, managing forms, confirmations, and communications, registering exhibitor booths and personnel, and tracking all registration materials to ensure accuracy and completeness.
• Maintain and update exhibitor company listings across systems, ensuring accuracy for internal records, marketing use, and external visibility.
• Support the development and maintenance of exhibitor directories and listings within the mobile app, ensuring all exhibitor information is accurate, complete, and current.
• Track and manage exhibitor-related programs and materials, including prize listings, after-hours passes, and other engagement initiatives, ensuring timely updates and coordination.
• Assist with exhibitor financial processes, including coordinating invoice distribution, tracking payments, and supporting reporting on booth sales, registrations, and related metrics.
• Provide onsite support for exhibitor registration and operations, including coordinating badge preparation and staffing the exhibitor registration desk as needed.

• Support attendee registration and customer service by assisting with registration processes and responding to banker inquiries before, during, and after Expo registration periods.
• Assist with sourcing, ordering, and coordinating event materials and attendee items, including banker gifts, bags, and related supplies.
• Coordinate event logistics, including packing, shipping, and tracking materials to ensure items arrive on time and are properly distributed onsite.

• Support marketing email campaigns by assisting with the creation, scheduling, and coordination of promotional and RSVP communications.
• Work with IT to identify companies that have exhibited previously but not recently for target marketing.
• Validate marketing distribution lists by providing updated data and reviewing lists for accuracy prior to campaign deployment.
• Maintain and update internal calendars, including the events team calendar and all-staff intranet calendar, ensuring accuracy and alignment across events.
• Provide general support for banker and exhibitor inquiries, including handling calls and responding to frequently asked questions.
• Assist with maintaining documentation and records, including updating schedules, forms, website information, and historical reports.
• Support collecting signage needs for the convention from a variety of sources.
• Maintain convention inventory with Specialist, Meetings & Events.
• Any other duties assigned by Events team members.

• Provide back-up to Specialist, Meetings & Events on Capital Summit and Fall Leadership meetings for registrations, running reports, etc. as needed.
• Assist with general meeting coordination, including staff scheduling, parking arrangements, printing materials, and onsite support needs.
• Support meeting and event logistics by assisting with the preparation of attendee materials and kits, including assembly, packing, and shipping.
• Assist with cross-checking of hotel reservations against Master VIP/Staff list to monitor adjustments & name changes the supervisor submits for staff.

• Clerical office training or equivalent experience preferred.
• Strong technical proficiency in Microsoft Office Suite, spreadsheet management, database…