Meeting Coordinator, Exhibits & Sponsorships

Reports to: Associate Director, Meetings & Corporate Relations

Location: Newberry, FL (ASMBS Headquarters) with occasional travel required

Position Summary

The Meeting Coordinator, Exhibits & Sponsorships will be primarily responsible for supporting the Associate Director for Meetings & Corporate Relations. Providers operational support in exhibit and sponsorship communications and sales for ASMBS meetings and events. This role also provides cross-functional support to the Meetings Department—including the Convention Director, Associate Director, and another Meeting Coordinator—by assisting with relationship management, business-to-business sales, exhibitor and sponsor services, and administrative and logistical support to ensure successful events.

The ideal candidate is a motivated, personable professional who thrives on meeting sales goals while providing outstanding customer service. They excel at building and maintaining relationships with exhibitors and sponsors, managing data with precision, supporting clear and effective communications, and contributing as a collaborative team player to ensure every ASMBS event is a success.

About ASMBS

The American Society for Metabolic and Bariatric Surgery (ASMBS) is the largest organization for bariatric surgeons and integrated health professionals in the world. With more than 4,000 members, ASMBS advances research, education, and advocacy to improve care and reduce the burden of obesity and related diseases.

ASMBS focuses on strategic alignment with industry partners through Annual Partnerships, Corporate Council membership, and two major exhibiting events each year:

• ASMBS Annual Meeting – The premier educational and networking event for bariatric and metabolic surgery professionals, drawing approximately 2,000 attendees and over 80 exhibitors worldwide. Features a large exhibit hall, scientific sessions, hands-on learning, and opportunities to engage with leaders in the field.
• ASMBS Weekend – A mid-year meeting providing focused, practical education for bariatric surgeons and care teams, welcoming approximately 300 attendees and 20 table top exhibitors. Combines scientific programming, integrated health sessions, and a more intimate exhibit hall for industry partners to connect directly with healthcare providers.

Staff Size: 20–25

Hybrid Work Schedule Fully remote is not available for this position. Must have reliable transportation to Newberry/Jonesville office.

Travel Must travel 2–4 times per year, including weekends, for ASMBS events.

Responsibilities

Exhibit & Sponsorship Sales

• Implement exhibit and sponsorship sales processes, including prospect identification, outreach, and contracting.
• Maintain relationships with existing and develop relationships with prospective exhibitors and sponsors.
• Research and identify new leads and opportunities to support revenue growth.
• Maintain accurate sales and contact records in ASMBS systems, including the sales platform and internal tracking tools.
• Collaborate with the marketing team on exhibitor and sponsor communications.

Exhibitor & Sponsor Support Services

• Serve as the primary contact for exhibitor and sponsor questions throughout the event cycle.
• Coordinate sponsorship deliverables and ensure benefits are fulfilled accurately and on time.
• Support exhibitors and sponsors with access to portals, deadlines, and connections to service providers.
• Provide regular communications via email and phone to existing and potential industry partners.
• Partner with vendors, including general service contractors, to coordinate exhibit hall operations and exhibitor needs.

Meetings Team Support

• Provide backup support for logistics and registration functions as needed.
• Assist with floor plan management, exhibitor registration, and general meeting operations.
• Provide on-site support for ASMBS events, including exhibitor check-in, sponsorship fulfillment, support for future meeting sales, and issue resolution.
• Contribute to post-event reporting and evaluation of exhibit and sponsorship programs.

Qualifications

• Bachelor’s degree preferred; equivalent work experience will be considered.
• 1–3 years of relevant experience required, which may include professional, volunteer, or community involvement; experience in event/meeting planning, trade show management, or association operations is preferred but not required.
• Strong interpersonal and customer service skills with the ability to work effectively with corporate representatives, physicians, and staff.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills, including phone and email.
• Proficiency in Microsoft Office Suite, with emphasis on Excel and Word.
• Experience with exhibitor management platforms (e.g., Map Your Show, a2z, ExpoCAD) or customer relationship management (CRM) tools (e.g., Salesforce, HubSpot, Microsoft Dynamics, Zoho) preferred but not required.

Compensation & Benefits

• Salary range is $45,000 - $55,000 per year, commensurate with experience
• ASMBS offers a comprehensive benefits package including health, dental, vision, retirement plan, paid time off, and opportunities for professional development