Exhibition Coordinator

Who We Are 

iStack Conferences hosts bi-annual events in Dubai, Barcelona and Bangkok, along with large scale online events throughout the year. Since 2015, we have witnessed exponential growth. Our offline events welcome an average of 1,000 companies and 10,000 attendees annually, while our virtual conferences surpassed more than 50,000 attendees in 2021.

At iStack Conferences, we take the business aspects of conferences and turn them into fun, stimulating experiences. Our events attract the world’s sharpest online entrepreneurs who push boundaries and are looking to connect with the world’s brightest minds. We’re business savvy, but without the suit and tie. The dimly lit rooms and stale refreshments? Not for us. Think massive stages with LED, state-of-the-art lighting. Think beer pong tournaments, adult-sized bouncy castles and night events that give Ibiza a run for its money. Here at iStack, we know that ultimately, we’re all headed to one place: the future. Our dynamic conferences reflect this. Our motto here is ‘adapt and thrive’. We value the unique, the avant-garde, the innovative. We offer flexible working hours, virtual offices and depending on which event or role you’re hired on, potential travel to the locations we host conferences around the world.

The Team

Behind the creation of any great experience is a great team. To produce stellar events, we need a stellar crew. We take pride in recruiting the best talent from the worlds of design, marketing, development, event management and more. Time and persistence has helped us grow from a very small team to a global company that now consists of more than 75 insanely talented humans from all over the world, including.

We are now looking to expand our team further to take our vision as a company to the next level. Do you have what it takes to grow with us?

The Job: Exhibition Coordinator

• Act as the organizational mastermind ensuring all exhibitor deadlines are met and all submitted exhibitor collateral and artwork follow Affiliate World guidelines
• Work with the support team to respond to and answer any concerns or questions exhibitors may have through the use of our support system Intercom within 24 hours of receiving
• You will work closely with the Head of Production to be the integral link between the exhibitors and the production team
• You’ll be in  charge of establishing and maintaining working relationships with all exhibitors and ensure that all important information is provided in a timely manner to all of our exhibitors
• You’ll organize and manage artwork submissions and liaise with our in-house design team and graphics print suppliers to ensure they are submitted to the correct specifications
• Work with relevant departments (design, marketing, tech, ops, finance, support) to gather information and resolve issues to meet the team’s and the exhibitors’ needs
• You will be the go-to person who will liaise with the marketing and design team in partnership with the production team to prepare all exhibitor-related communication. 
• You’ll monitor and upkeep exhibition databases, systems and schedules to track exhibition orders, placements, materials and payments.You’re expected to prepare and check off all important files to keep track of for each event (exhibitor list with their complete information, furniture list, additional extras list, etc.) and provide this information to our partner suppliers and onsite staff.
• You'll receive and manage all exhibitor requests and work with the Head of Production on the approval process for each request. 
• You will be responsible for ensuring that exhibitors have all that is included in their package, as well as any special requests the

Onsite:

• Assist the Head of Production and Head of Sales to provide overall amazing customer service to all exhibitors and be the first point of call for any exhibitor questions.
• You’re expected to support the exhibition installation process on-site to ensure a smooth set up 
• You will ensure the live show runs smoothly for all of our exhibitors.
• Conduct and manage check ins with all key exhibitors to ensure they are happy. 
• You will inspect and ensure all booths are correct before exhibitors arrive for inspection by checking off booth headers, artwork, booth numbers, furniture and any additional extras requested 
• You are responsible for any enquiries or concerns of Exhibitors during the conference, this could be basic queries, specific requests, or concerns that have to be looked into/actioned. 
• Collating feedback and reporting on any issues or problems that arise in order to improve with each event
• Checking all exhibitors marketing materials and giveaways and approving they meet AW guidelines
• Liaising with the build contractors on exhibitor support i.e. TV/AV support & problems with electrics
• Managing the WhatsApp exhibitor helpline
• Monitoring and answer any exhibitor enquiries via the in-house Event App and our Support App, Intercom

Experience/Qualifications

• A passion and excitement about working within the events industry
• You have exceptional organizational and administrative skills, along with keen attention to detail.
• Fully vaccinated against Covid-19 (required for travel)

Awesome Perks You’ll Enjoy

• Fit work around your life. Enjoy the flexibility that comes with working from home? We use virtual offices, so depending on where in the world you are based, home is your workspace. 
• Enjoy the fruits of traveling while working remotely. As long as your work is done on schedule, we don’t mind where you do it. This is normally accepted after your probationary period and is dependent upon event deadlines.
• Master new skills and develop your role. Dream big and we’ll give you the opportunity to take on more responsibility and develop yourself.
• We believe the key to success is happy and fulfilled people. We have a friendly and supportive work environment that rewards talent and hard work.

Applications close: June 30 2022. We are looking for the right person so we will schedule interviews ahead of the cut-off date if your application stands out.