Exhibit & Sponsor Fulfillment Coordinator - Chicago - American Planning Association

    American Planning Association
    American Planning Association Chicago

    1 day ago

    Description

    Exhibit & Sponsor Fulfillment Coordinator

    Full Time

    Hybrid (Tue/Thr in Loop office)

    $63,568-$68,000

    The American Planning Association (APA), founded in 1978, exists to elevate and unite a diverse planning profession as it helps communities, their leaders, and residents anticipate and navigate change. We are currently looking for an Exhibit & Sponsor Fulfillment Coordinator to help coordinate our exhibit and sponsorship opportunities.

    APA embraces diversity and equal opportunity in our employment practices. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our impact will be.

    About the Role

    Are you passionate about creating memorable experiences and delivering outstanding service? Our Meetings department is looking for a dynamic Exhibit & Sponsor Fulfillment Coordinator to become the primary point of contact for exhibitors and sponsors after opportunities are purchased. In this full-time position, you will guide clients through onboarding, manage deliverables, oversee logistics, and ensure seamless fulfillment throughout the entire process.

    Ideal Candidate


    • Customer-focused communicator with strong listening, problem-solving, and relationship management skills; able to project a professional, positive image to exhibitors, vendors, staff, and the public.


    • Minimum of 3 years of trade show, exhibit management/event operations experience, with proven expertise in exhibit hall coordination and sponsorship/exhibitor fulfillment.


    • Strong project management skills and attention to detail; able to manage multiple priorities with tight timelines.


    • Familiarity with floor planning and event management software (e.g., AutoCAD, eShow, Cadmium, or similar).


    • Working knowledge of A/V, rigging, and general trade show production requirements.


    • Ability to travel for site inspections, planning meetings, and on-site event management (approximately 3–4 times per year-10%).

    Benefits


    • Salary Range: The salary for this role will be based on the candidate's skills, qualifications, and relevant experience. The expected pay for this role is $63,568-$68,000


    • Bonus: This position is eligible for a performance-based bonus


    • Benefits begin the 1st of the month after date of hire


    • Medical, dental, and vision coverage for employees and their eligible dependents


    • Paid Time Off, Company Holidays, Leave of Absence, Flexible Work Arrangements, Recognition, Training


    • Employee Assistance Program, 403b, Life, Accidental Death & Dismemberment, Disability

    Critical Outcomes


    • Ensure all contracted deliverables are executed on time and to specification


    • Serve as the primary contact for exhibitors and sponsors once contracts are signed. Guide them through onboarding, specifications, logistics, and issue resolution to ensure a smooth experience.


    • Collaborate on floor plans and layouts to maximize traffic flow, engagement, and sponsor visibility.


    • Partner with sales and subject matter experts to prepare proposals, finalize contracts, and track deliverables throughout the year. Ensuring timely delivery of all programs and initiatives to drive renewals and new business.

    Key Responsibilities


    • Coordinate all aspects of exhibit and sponsorship fulfillment for the National Planning Conference, including booth assignments, signage, drayage, vendor coordination, and keeping sponsors and internal teams on track with deliverables and deadlines.


    • Partner with the Experience Designer to plan and design the Hub layout, using floor-planning tools to optimize space, traffic flow, and attendee experience.


    • Coordinate and support pre-show orientation sessions (virtual and in-person) for staff, exhibitors, and sponsors, covering move-in logistics, staffing best practices, and lead capture guidance.


    • Support year-round sales efforts by preparing proposals, prospectus materials, contracts, fulfillment timelines, and event specifications for prospective sponsors.


    • Track budgets, schedules, and deliverable checklists; identify potential bottlenecks early and take proactive steps to keep fulfillment on schedule.

    Why Join Us?

    If you're organized, customer-focused, and thrive in a fast-paced environment, we invite you to apply. Take the next step in your career to gain hands on experience with coordinating experiences for high profile events.

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