In close collaboration with the Event Partnerships Manager, the Exhibition Officer will coordinate and oversee the design, planning, and delivery of the Exhibition of the IUCN World Protected and Conserved Areas Congress. This role involves ensuring seamless execution of all exhibition-related activities, including maintaining strong relationships with all confirmed exhibitors and stakeholders through timely, coordinated and accurate information to maximise engagement. The Exhibition Officer will also liaise with the IUCN-appointed Professional Conference Organiser (PCO) and the appointed service providers to ensure a high-quality delivery before, during and after the event while ensuring all activities align with the strategic goals of the organisation.
This position will report directly to the line manager and, with a dotted-line relationship, to the functional manager.
MAIN RESPONSIBILITIES
BEFORE THE CONGRESS:
• Act as focal point for 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 all activities in the Exhibition including hall layout, design, production, and equipment in line with the IUCN Congress sustainability policy and taking into consideration diverse linguistic, cultural, and geographic backgrounds and sensitivities.
• Keep relevant stakeholders informed and provide inputs as requested by his/her direct and functional managers.
• Adjust floor plans based on progress in exhibit sales and other activities taking place in the Exhibition.
• 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).
• Collaborate with the communications and 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 where necessary.
• Coordinate regular operational meetings with suppliers and service providers to coordinate stand/pavilion production and ensure alignment and accountability.
• 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.
• Coordinate with the PCO communications to the exhibitors related to guidance on logistics, booth setup, and compliance
• Organize exhibitor briefings, webinars, and onboarding sessions before the event.
• Ensure the information on exhibitors and floor plans is accurate across all internal and external IUCN systems (website, mobile app, virtual platform, etc.) and ensure data in these systems is kept up to date.
• Liaise with PCO, venue and other relevant teams re. wayfinding, signage, mapping, and participants’ navigation tools specifically for the Exhibition
• 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.
• Ensure all health and safety regulations are met within the exhibition area.
DURING THE CONGRESS:
• Liaise with the PCO and support pre-opening testing of exhibition infrastructure, AV systems, connectivity, and exhibitor services.
• Provide on-site support during the Congress to oversee the smooth delivery of the Exhibition.
• Plan and coordinate exhibitor support services onsite, including helpdesk operations and rapid response procedures.
• Ensure all frontline staff and volunteers supporting the exhibition are properly briefed and trained.
• Address and resolve any issues or concerns raised by exhibitors promptly and professionally.
• Support implementation and monitoring of Exhibition sustainability measures, including waste reduction, reusable materials, recycling coordination, and exhibitor compliance
• Coordinate the setup 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.
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:
• Communicate clearly with the Event Partnerships Manager on all matters related to the Exhibition
• 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 whilst balancing the budget.
• 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.
• Keep relevant stakeholders informed and provide inputs as requested by his/her direct and functional managers.
The above job description contains the main duties and responsibilities for this position. However, in an organisation such as IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular job description.