Events & Exhibits Coordinator

Florida League of Cities; Tallahassee (FL); On-site; USD 40,000 - 65,000; Full time

Job summary

Florida League of Cities seeks an Events & Exhibits Coordinator to manage exhibitor engagement, booth sales, and onsite execution for the Annual Conference Exhibit Hall and affiliate trade shows in Tallahassee, FL.

The role supports the Events & Experience team with financial and administrative duties, including payments, recordkeeping, and event coordination, delivering exceptional experiences for members, exhibitors, sponsors, and partners.

Qualifications

• Bachelor's degree preferred in business administration, event management, hospitality, marketing or communications.
• Experience coordinating events, conferences, trade shows or related projects preferred.
• Experience working with exhibitors, sponsorships, registrations, or event management systems is a plus.

Responsibilities

• Serve as a professional, responsive contact for exhibitors, sponsors, vendors, attendees and internal stakeholders.
• Coordinate the Annual Conference Exhibit Hall and affiliate trade shows from planning through onsite execution.
• Promote and manage exhibitor participation, including booth sales, communications and floor plan administration.
• Build relationships with sponsors, exhibitors, vendors and partners as a trusted representative.
• Process event registrations, sponsorship payments and refunds accurately and timely.
• Track contracts, invoices and event-related financial records for the Events & Experience team.
• Support sponsorship fulfillment by tracking deliverables and sponsor communications.
• Assist in planning and delivering conferences, meetings and other Events & Experience initiatives.
• Maintain event calendars, registration records and administrative systems for event operations.
• Provide onsite support during events, including exhibitor coordination and attendee assistance.
• Exercise sound judgment with confidential information and business matters.
• Contribute to a positive, collaborative, service-focused team environment.
• Perform other related duties as assigned.

Skills

Customer service

Organizational skills

Communication skills

CRM systems

MS Office

Travel ability

Team collaboration

Education

Bachelor's degree in business administration or related field

Tools

MS Office

iMIS

CRM systems

Job description

The Events & Exhibits Coordinator plays a key role in the planning and execution of the Florida League of Cities' Annual Conference Exhibit Hall and affiliate trade shows. This position manages exhibitor engagement, booth sales, event logistics, and operational details to ensure successful events from planning through onsite execution. In addition, the role supports the Events and Experience team with financial and administrative functions, including payment processing, recordkeeping, and event coordination. The ideal candidate is highly organized, customer-focused, and committed to delivering exceptional experiences for members, exhibitors, sponsors, and partners.

RESPONSIBILITIES & DUTIES:

• Serve as a professional and responsive point of contact for exhibitors, sponsors, vendors, attendees, and internal stakeholders.
• Coordinate the Florida League of Cities Annual Conference Exhibit Hall and affiliate trade shows, ensuring successful planning and execution.
• Promote and manage exhibitor participation, including booth sales, exhibitor communications, and floor plan administration.
• Build and maintain productive relationships with sponsors, exhibitors, vendors, and other partners while serving as a trusted representative of the Florida League of Cities and its affiliate organizations.
• Process event registrations, sponsorship payments, and refunds accurately and in a timely manner.
• Track exhibitor, sponsor, and vendor contracts, invoices, and event-related financial records for the Events & Experience team.
• Assist with sponsorship fulfillment by tracking deliverables and maintaining sponsor communications.
• Support the planning and delivery of conferences, meetings, and other Events & Experience initiatives.
• Maintain event calendars, registration records, and other administrative systems that support event operations.
• Provide onsite support during events, including exhibitor coordination and attendee assistance.
• Exercise sound judgment and discretion when handling confidential information and business matters.
• Contribute to a positive, collaborative, and service-focused team environment.
• Perform other related duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES:

• Strong customer service and interpersonal skills, with the ability to build and maintain positive relationships with members, exhibitors, sponsors, vendors, and colleagues.
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to coordinate event details and administrative processes while maintaining accuracy and a high level of customer service.
• Ability to exercise sound judgment, professionalism, and discretion when handling confidential information and business matters.
• Proficiency in Microsoft Office applications and event management or customer relationship management (CRM) systems; iMIS experience preferred.
• Ability to identify challenges, develop solutions, and adapt to changing priorities while maintaining a positive participant experience.
• Ability to work independently and collaboratively as part of a team.
• Flexibility to travel overnight several times per year and work occasional evenings and weekends as required to support events and conferences.
• Ability to sit, stand, walk, and occasionally lift up to 25 pounds to support event setup, registration, and onsite event operations.
• Must maintain a valid Florida driver’s license.

Bachelor's degree from an accredited college or university in business administration, event management, hospitality, marketing, communications, or a related field preferred. An equivalent combination of education, training, and experience may be substituted.

Experience coordinating events, conferences, trade shows, or related projects preferred. Experience working with exhibitors, sponsors, registrations, or event management systems is a plus.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.

**PLEASE DO NOT APPLY IF YOU ARE A SMOKER**