SIMB Meetings and Exhibits Coordinator

The Meetings and Exhibits Coordinator is a respected and integral position vital to the success of the Society for Industrial Microbiology and Biotechnology (SIMB). This role is asked to coordinate three to four small to mid-sized meetings annually. The main tasks of this role center around coordination of each meeting’s scientific program, exhibits, and meeting logistics (in addition to a meeting planner contractor). Additional areas for support include onsite meeting execution and other organizational support tasks. Reporting to the Executive Director, this key position will have autonomy while still being part of an outstanding team and having room for upwards mobility.

Job Responsibility Summary

Scientific and Overall Meeting Program

• Lead the abstract management platform, The Conference Exchange (otherwise known as Confex):
  • Configure each meeting specs and details to build each meetings abstract submission site
  • Monitor submissions and create reports for organizing committee
  • Send email notifications and reminders to program stakeholders from Confex
  • Guide abstract authors and session conveners as needed with navigating the platform through submission, review, and scheduling
• Support volunteer Organizing Committees in coordination with the respective meeting chairs including calls, timelines, and any planning documentation
• Work with SIMB’s Confex account representative along with internal and external stakeholders to create and maintain a detailed online program and mobile app for each meeting
• Provide final program information for onsite materials including signage and printed programs
• Coordinate onsite program execution with assistance from SIMB staff and member volunteers

Meeting Exhibits and Corporate Representation

• Serve as point of contact for exhibiting companies to sell, contract, and execute booths and tables for all applicable meetings:
• Promote exhibit sales by creating emails and assisting with prospectus documents, working with the Marketing and Communications Coordinator and with Corporate Affairs Committee on potential leads
• Assign exhibit space and process contracts in SIMB’s NetFORUM CRM database
• Coordinate collection of materials including company write-ups and logos and circulate exhibitor service kit
• Manage onsite experience including exhibitor registration and setup
• Work with SIMB meeting planning contractor Cypress Planning Group and hotel contacts for exhibit and poster hall floor-plans
• Coordinate additional corporate offerings at meetings, including career fair events and packages or add-ons such as drink tickets or lead retrieval

Meeting Logistics & Organizational Support

• Serve as the SIMB point of contact to plan, arrange, and coordinate administrative, logistical, and support services for all SIMB meetings including any decorator services
• Assist Executive Director in developing meeting project timelines
• Complete and provide regular and final status reports, including analysis where needed
• Work with Director of Member Services to create and print out all badges
• Organize conference supplies and shipments:
• Order and maintain any meeting collateral needed such as lanyards, ribbons, and badge holders, packed in time for shipment
• Contract with a shipment vendor with competitive pricing
• Support SIMB community and membership with all meeting-related general inquiries and requests
• Assist the Executive Director in creating materials for SIMB Awards and Honors and in various office management tasks

Knowledge & Skills Required

• Experience with and Understanding of:
  • Abstract management and platform (specific experience with Confex is preferred)
  • Exhibit management (no specific platform needed)
  • Scientific conference programs, exhibits, and logistics
  • RFP processes and vendor contracts
  • NetFORUM as CRM and point of sale
• Attention to detail with multi-project organization skills
• Communication skills with both internal and external stakeholders
• Strong member services mentality
• Ability to travel up to four times a year

Other Notes & Offer Benefits:

While SIMB is categorized as a small staff association, the benefits package is anything but small. For example, health insurance is completely covered by the organization. The organization is currently in a remote-optional capacity with a physical office in Fairfax, Virginia. The candidate will need to be located within the DMV area but will have the option of working remotely, as determined with the Executive Director.