Exhibition Officer

Position description

Every four years, the IUCN World Conservation Congress brings together several thousand participants for a seven-day event, including 3.5 days for the IUCN Members’ Assembly, preceded by a 3.5-day Forum with several hundred events open to the public. The Congress includes an exhibit hall open to the public, featuring up to 150 stands and central presentation areas. The next edition will take place in Abu Dhabi from 9-15 October 2025.

The Exhibition Officer will coordinate and guide the design, planning, and development of the exhibition of the IUCN World Conservation Congress. This role involves ensuring seamless execution of exhibition activities, maintaining strong relationships with exhibitors and stakeholders, and aligning all efforts with the strategic goals of the organisation.

MAJOR RESPONSIBILITIES:

Before the Congress:

• Manage relations with the Professional Conference Organiser (PCO) and key Congress service providers to ensure that IUCN requirements for exhibition layout and equipment are met and properly delivered.
• Coordinate overall logistics for the Exhibition and Pavilions, including hall layout, design, production, and equipment in line with the IUCN Congress sustainability policy.
• Adjust floor plans based on progress in exhibit sales.
• Coordinate the exhibition stand booking approval process and review exhibitor applications to ensure alignment with the IUCN mission (due diligence and risk and opportunity assessments).
• Coordinate stand production between exhibitors and the exhibit design company.
• Manage the development and publication of the exhibitor toolkit.
• Ensure coordination between the PCO, exhibit design company, and other service providers with the venue and host country, ensuring compliance with all security, safety, and legal requirements.
• Ensure the PCO liaise with exhibitors to provide guidance on logistics, booth setup, and compliance.
• Ensure the information on exhibitors and floor plans is accurate in external IUCN systems (website, mobile app, virtual platform, etc.) and ensure data in these systems is kept up to date.
• Manage the freight forwarder for exhibitors and IUCN in general for all Congress-related items.
• Assist with developing and managing the exhibition budget, ensuring cost-effective operations.
• Collaborate with the marketing team to promote the exhibition and attract high-quality exhibitors and attendees.
• Manage the registration and onboarding process for exhibitors, including contract negotiations and payment processing.
• Ensure all health and safety regulations are met within the exhibition area.

During the Congress:

• Provide on-site support during the Congress to oversee the smooth delivery of the Exhibition.
• Coordinate the setup and dismantling of the exhibit hall in line with deadlines established in exhibitor contracts.
• Coordinate the setup, running, and dismantling of the exhibit hall with providers and handle any problems or last-minute requests.
• Address and resolve any issues or concerns raised by exhibitors promptly and professionally.

After the Congress:

• Conduct post-event evaluations to gather feedback from exhibitors and attendees and suggest improvements for future events.
• Review invoices for exhibitors and prepare statistical analysis of the Congress exhibition.
• Handle all exhibition documents and procedures, including lessons learned and recommendations for the future.

At All Times:

• Maintain accurate records and reports on exhibition activities, including financial performance and attendee metrics.
• Oversee the design and layout of the exhibition space to maximise exhibitor visibility, attendee engagement and income generation.
• Stay updated on industry trends and best practices to continuously enhance the exhibition experience.
• Develop and maintain strong relationships with exhibitors, sponsors, and key stakeholders.
• Assist in creating and distributing exhibition-related materials, such as exhibitor manuals and floor plans.

REQUIREMENTS

• Bachelor’s degree in Event Management, Business Administration, Marketing, or a related field. A relevant postgraduate qualification is a plus.
• Minimum of 3 to 5 years of experience in exhibition management, event coordination, or a related field, preferably within the context of large-scale conferences or congresses, and preferably with international associations or organisations.
• Ability to work hands-on and handle multiple aspects simultaneously, prioritising efficiently.
• Fluency in English and French; knowledge of Spanish and/or Arabic is desirable.
• Proficiency in Excel, with expertise in maintaining big data, providing reports, pivot tables, and charts; Excel certification is a plus.
• Attention to detail and ability to work under pressure.
• Ability to anticipate risks and deliver workable solutions.
• Ability to travel regularly and be available for 2-3 weeks prior to events.
• Team player with a can-do attitude and the ability to build effective relationships with people at all levels and across business areas.

SALARY

The gross annual salary for this position is between CHF 86’330 and CHF 107’913, subject to deductions for social security contributions and second-pillar pension, and before tax. While this is an indicative amount effective as of the current date, changes may occur as per IUCN’s compensation practices without prior notice. The same applies to other organisations hosted by IUCN.

Application instructions

Please be sure to indicate you saw this position on globalvacancies.org