Expo Manager

Role Overview

We are seeking an Expo Manager, Live Events to lead the planning and execution of exhibit halls and sponsorship deliverables across in-person and hybrid conferences. You will take full ownership of assigned programs — from venue selection and floor plan design through on-site execution — ensuring every event is delivered on time, within budget, and to the highest standard for sponsors, stakeholders, and attendees.

• Own end-to-end execution of assigned exhibit halls and sponsorship programs ranging from tabletop exhibits to large-scale tradeshow, with full accountability for budget, timeline, and quality outcomes.
• Use AI tools to improve planning workflows, vendor communications, exhibitor coordination, budget tracking, and reporting — increasing capacity and reducing manual overhead across the event lifecycle.
• Contribute to venue and site selection in hotels and convention centers, researching rates, accessibility, exhibit needs, AV, catering, transportation, and ancillary services.
• Design and develop exhibit hall floor plans, registration areas, and feature areas in compliance with safety and facility requirements, including use of Expo Cad.
• Build and manage general service contractor relationships — negotiating contracts, executing agreements, and managing on-site operations to ensure seamless delivery.
• Create and manage the Cvent exhibitor portal, enabling booth staff registration, company profiles, lead capture setup, and exhibitor communications.
• Develop exhibitor service kits and all supporting guidance materials, and maintain proactive communication with exhibitors to ensure their needs are met and issues are resolved quickly.
• Coordinate all freight shipments, on-site distribution, and labor requirements, and oversee decorator setup and compliance with facility standards.
• Supervise the production and positioning of all expo and sponsorship signage.
• Manage on-site AV, security, medical personnel, and all facility-related logistics across the exhibit hall.
• Work with sales teams to develop exhibitor and sponsor sales strategies and packages, and maintain contracted client interaction to accelerate conference participation.
• Facilitate on-site exhibitor re-book operations and oversee all tracking for booth and sponsorship sales using Salesforce and Workfront.
• Liaise with internal teams and business development staff to ensure smooth transitions of contacts, agreements, and expectations with supporters.
• Lead or participate in program-specific planning teams, maintaining detailed schedules of all essential activities and deadlines from assignment through post-event wrap-up.
• Manage compliance with healthcare industry requirements and CME/CE procedures, including coordination with major medical associations as needed.
• Travel and work on-site for assigned events, including weekends, up to 25% of the time.

• Proven experience managing all facets of in-person and hybrid conferences, from contracting and venue selection through on-site execution — including AV, food and beverage, housing, transportation, registration, and staffing.
• An AI-native mindset. You actively use tools such as ChatGPT, Claude, or event-management platforms with AI capabilities to improve how you plan, communicate, and execute — and you can speak to the measurable impact.
• Proficiency in Expo Cad and Cvent, with working knowledge of Salesforce, Workfront, and Microsoft Office including Word, PowerPoint, Excel, and Outlook.
• Hyper-focused on the attendee experience — you think about every touchpoint and hold yourself accountable for outcomes, not just logistics.
• Experienced in budget development and reconciliation, with the discipline to manage program financials accurately across multiple…