The Sponsorship and Exhibitor Services Coordinator is responsible for supporting sponsorship fulfillment and exhibitor operations for OFC and Optica Events. This role coordinates with sponsors, exhibitors, vendors, venue staff, and internal teams to ensure the timely and accurate execution of sponsorship and exhibitor agreements.
Acting as the primary point of contact for sponsors and exhibitors, the Coordinator manages deliverables, tracks fulfillment, oversees exhibitor meeting room assignments, and provides on-site operational support. The ideal candidate is highly organized, thrives in a fast-paced environment, and excels at customer service and cross-team collaboration.
This is a part-time position, scheduled to work 17.50 hours per week, 8:00 am-11:30 am.
Key ResponsibilitiesSponsorship Fulfillment
Manage sponsorship deliverables from contract signing through post-event, ensuring accurate, timely fulfillment for OFC and Optica Events.Serve as the primary liaison for sponsors, providing regular updates, addressing concerns, and ensuring a positive client experience.Collaborate with internal teams (sales, marketing, operations, meetings) to integrate sponsorship benefits seamlessly into event experiences.Coordinate with venue staff and vendors to implement sponsor activations, branding, and on-site requirements.Develop and maintain tracking systems for sponsorship deliverables, fulfillment status, and reporting.Assist with the creation of sponsorship marketing materials, fulfillment guides, and post-event reports.Partner with Sales to identify new sponsorship opportunities and contribute insights on industry trends.Support finance with invoicing, payment tracking, and reconciliation of sponsorship accounts.Exhibitor Services & Operations
Serve as the primary point of contact for exhibitors, ensuring timely responses and professional support before, during, and after events.Assist in planning and execution of exhibit spaces, ensuring efficient layouts and smooth operations for OFC and Optica Events.Oversee OFC exhibitor meeting room assignments, managing the process from contract through on-site execution.Coordinate exhibitor logistics with vendors and venue staff, including booth build-outs, shipping, furniture rentals, and AV/Internet needs.Support development and maintenance of exhibitor resources (service manuals, exhibitor portals, service centers).Contribute to exhibitor engagement initiatives such as networking events, education sessions, and marketing opportunities.Provide weekly exhibitor updates to venues, vendors, and internal teams for accurate operational planning.Event Coordination & Operations
Collaborate with internal and external partners to ensure seamless integration of sponsorship and exhibitor services into overall event planning.Provide on-site support for sponsorship and exhibit operations, including troubleshooting and client service.Maintain organized records of sponsorship agreements, exhibitor communications, and post-event reporting.Assist with digital exhibitor and sponsor platforms (event apps, websites), ensuring accurate and engaging content.Contribute to post-event evaluations, gathering feedback to improve future sponsorship and exhibitor services.Research and recommend industry best practices and innovative approaches to enhance exhibitor and sponsor experiences.Qualifications
Bachelor’s degree preferred.2–3 years of professional experience in sponsorship fulfillment, exhibitor services, event operations, or related field.Proficiency with Microsoft Office Suite, Google Drive, Zoom, Salesforce, Map Your Show, Kentico and Netforum.Strong organizational, project management, and customer service skills.Excellent writing, proofreading, and verbal communication skills.Proven ability to manage multiple projects and deadlines in a fast-paced environment.Familiarity with vendor contracts, sponsorship fulfillment processes, or association management systems is a plus.Flexibility to work extended hours during peak event periods.
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