Exhibits & Sponsorship Coordinator

  • Job Reference: 00002405-1
  • Date Posted: 19 May 2022
  • Company: AAOS
  • Location: Rosemont, Illinois
  • Salary: On Application
  • Sector: Advert / Media / Entertainment
  • Job Type: Permanent

Job Description

You enjoy supporting and contributing to a team that delivers exceptional results and has the track record to prove it. You are happiest in an environment that is dynamic and exciting. You are known for your ability to roll up your sleeves and get the job done. You are diplomatic and assertive while keeping the work on track. You listen, discern needs, and then deliver on those requests.

The Exhibits & Sponsorship Coordinator provides support to the Exhibits & Sponsorship Manager, Exhibits & Sponsorship Senior Manager and works with the exhibit team staff, performs a wide variety of detailed administrative and computer-oriented tasks relative to the Academy's Annual Meeting industry exhibits. 

Coordinates the maintenance of the industry database and exhibitor files. Assists with the review of exhibit space applications and assignment. Creates reports for analysis and history to support creation of dashboards, year-over-year comparisons, and revenue tracking to report to management, Finance and Exhibits Committee. Maintains statistical records of applications received and space requested. Oversees the tracking of the booth relocations and wait lists and communicates the status of those requests to companies on each list. Manages the tracking of booth payments, processes payments, sends invoices and responds to any booth payment and cancellation inquiries. Creates an appointment schedule for approximately two hundred initial island exhibitor booth assignments and participates in the appointments. Organizes and proofs industry exhibit information for annual meeting online listings and publications. Main point of contact for all general exhibit related inquiries and special requests, such as providing letters of agreement, invitation letters, and/or exhibitor graphic. Assists with the exhibit space applications for approximately 12 - 15 Academy CME Courses annually, tracks sales, organizes reports and responds to general exhibitor inquiries.

Assists with all aspects of Annual Meeting exhibitor, industry, and exhibitor-appointed contractor badge registration. Ensures exhibitor-appointed contractors (EACs) meet Academy requirements. Compiles list of EAC supervisory staff and communicates Academy policies to them. Works security at the Annual Meeting over admission of approved EACs to the exhibit hall. Orders registration supplies for onsite and collaborates with other staff on badge layout and design. Gathers post-meeting registration reports to be analyzed to make recommendations for future Annual Meetings. Directs lead retrieval vendor to ensure accurate and appropriate data is provided during the onsite exhibitor lead retrieval process. Organizes Academy's lead retrieval equipment needs.

Coordinates the review and approval process for Booth Activities applications and communicates the status to exhibitors. Organizes exhibitor mail list advertising materials for approval/denial, assists with review, and handles all correspondences with the exhibitor regarding approval or updates, as well as liaising with vendor to support list creation and sale. Coordinates the collection, review and posting of vendor order forms for the Exhibitor Service Manual. Reviews communications sent by official vendors to exhibitors to ensure Academy's professional standards and confirms time slots in the communication schedule.

Oversees the production of the AAOS Redemption Centers coupons, orders the giveaway and raffle items, and makes the arrangements for the transfer of the raffle prizes to each winner. On-site supervises temporary staff to distribute items to attendees, tracks giveaway and raffle coupons collected and organize summary reports.

Assists with the fulfillment of sold promotional opportunities, maintaining timeline of production dates, sends acknowledgement and confirmation correspondence for sold sponsorships. Securing and approval all sponsor materials, ordering signage, and collection of metrics. Maintains records of sponsorship contracts received and items purchased, prepares, and sends invoices, records fees, and processes payments. Assists in the production of the post-meeting reports and documentation of sponsorship benefits. Assists with the assignment and logistics for Bioskills Sessions and Industry Sessions, and monitors sessions at the annual meeting.

Develops company profiles, research online documents, annual reports, press releases, websites, social media, etc., to discover marketing and business objectives of key prospects and accounts.

Attends Academy's Annual Meeting to assists in the Exhibits Office and exhibit hall as needed. Assists with monitoring the Bioskills, Industry Sessions and beverage breaks onsite.

If this sounds like you, please read on!

Exemplifies the following essential values of the Academy: 

         Teamwork: Effective collaboration and team-focus to solve complex problems and drive innovation.

         Empowerment: The authority, information, and skills to make decisions and drive results.

         Accountability: Ownership of process and results that drive decisions and ensure implementation.

         Mindset of Growth/Continuous Learning:  Focused on and invested in self and staff development to become more adaptable, making the Academy more agile, innovative, and sustainable. 


Up to 10 days per year



  • Undergraduate degree, or equivalent work experience
  • Minimum of two years of general office experience.
  • Above average ability in written and oral communication and interpersonal skills
  • Strong attention to detail and proof-reading skills
  • Proficiency with Microsoft Office Suite (Word, Excel, and Outlook)
  • Strong organizational skills
  • Ability to work under pressure
  • Database experience


  • 1-2 years' experience in the trade show or meeting industry, or in an exhibits function in an association
  • Association experience

If this describes YOU, please apply by sharing the following:   

-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.

-Resumes must be accompanied by a cover letter with salary expectations to be considered. 

Please note: 

This position is based in Rosemont, Illinois and is open to applicants who are able to commute to this office. Alternatively, the position may be performed remotely and is open to applicants in any U.S. state other than California, Colorado, Connecticut, Massachusetts, Montana, New Jersey, and New York.

AAOS requires all employees to be fully vaccinated against COVID-19. An applicant(i) who is disabled or who has a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who objects to being vaccinated on the basis of a sincerely held religious belief, observance or practice may request a reasonable accommodation. This determination will be made on a case-by-case basis and in accordance with applicable law and public health guidance. Any medical information concerning an applicant's disability will be treated as a confidential medical record in compliance with applicable federal, state, and local laws. Exemptions from the vaccine policy may also be provided to fully remote positions that do not involve any business travel or in-person work activities.