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Optica · 1 day ago

Sponsorship & Exhibitor Service Coordinator, Part-time

Washington, DC

Part-time

Onsite

Entry, Mid Level

$25/hr - $28/hr

2+ years exp

Optica is a company that specializes in event management and coordination. They are seeking a part-time Sponsorship and Exhibitor Services Coordinator to manage sponsorship fulfillment and exhibitor operations for their events, acting as the primary point of contact for sponsors and exhibitors while ensuring seamless execution of agreements.

Business DevelopmentNon ProfitPublishing

Responsibilities

Manage sponsorship deliverables from contract signing through post-event, ensuring accurate, timely fulfillment for OFC and Optica Events

Serve as the primary liaison for sponsors, providing regular updates, addressing concerns, and ensuring a positive client experience

Collaborate with internal teams (sales, marketing, operations, meetings) to integrate sponsorship benefits seamlessly into event experiences

Coordinate with venue staff and vendors to implement sponsor activations, branding, and on-site requirements

Develop and maintain tracking systems for sponsorship deliverables, fulfillment status, and reporting

Assist with the creation of sponsorship marketing materials, fulfillment guides, and post-event reports

Partner with Sales to identify new sponsorship opportunities and contribute insights on industry trends

Support finance with invoicing, payment tracking, and reconciliation of sponsorship accounts

Serve as the primary point of contact for exhibitors, ensuring timely responses and professional support before, during, and after events

Assist in planning and execution of exhibit spaces, ensuring efficient layouts and smooth operations for OFC and Optica Events

Oversee OFC exhibitor meeting room assignments, managing the process from contract through on-site execution

Coordinate exhibitor logistics with vendors and venue staff, including booth build-outs, shipping, furniture rentals, and AV/Internet needs

Support development and maintenance of exhibitor resources (service manuals, exhibitor portals, service centers)

Contribute to exhibitor engagement initiatives such as networking events, education sessions, and marketing opportunities

Provide weekly exhibitor updates to venues, vendors, and internal teams for accurate operational planning

Collaborate with internal and external partners to ensure seamless integration of sponsorship and exhibitor services into overall event planning

Provide on-site support for sponsorship and exhibit operations, including troubleshooting and client service

Maintain organized records of sponsorship agreements, exhibitor communications, and post-event reporting

Assist with digital exhibitor and sponsor platforms (event apps, websites), ensuring accurate and engaging content

Contribute to post-event evaluations, gathering feedback to improve future sponsorship and exhibitor services

Research and recommend industry best practices and innovative approaches to enhance exhibitor and sponsor experiences

Qualification

Sponsorship fulfillmentEvent operationsMicrosoft Office SuiteSalesforceProject managementCustomer serviceGoogle DriveZoomMap Your ShowKenticoNetforumProofreading skillsWriting skillsVerbal communication