Job Position: Exhibitor Support Coordinator
Working Hours:
10-6pm MK / Mon-Fri
Location: Remote/Hybrid (pre-show), Onsite (during events)
Position Title: Exhibitor Support Coordinator
The Exhibitor Support Coordinator will work closely with internal teams, suppliers, and clients to deliver high-quality exhibition support, ensuring seamless planning and execution throughout the event lifecycle.
Position Overview:
Ways & Means, a UK-based full-service event management agency, is seeking an organized and proactive Exhibitor Support Coordinator to join their growing team. Known for delivering impactful exhibitions and live experiences, Ways & Means works with clients across a variety of industries. This role is crucial in supporting exhibitors and sponsors, managing logistics, and ensuring smooth operations both before and during events. You will be part of a collaborative team focused on excellent service, attention to detail, and building strong stakeholder relationships.
Key Responsibilities:
Pre-Show (Remote):
- Respond to exhibitor and sponsor queries via email and phone.
- Advise exhibitors based on their activity and stand type.
- Manage exhibitor data systems in line with company and client standards.
- Coordinate and update floor plans, exhibitor lists, and order tracking.
- Collate and place orders for event items such as furniture, rigging, graphics, and electrics.
- Write and update exhibitor manuals.
- Ensure timely and accurate communication with all stakeholders.
- Compile and check exhibitor form submissions.
- Prepare detailed onsite schedules and delivery timelines.
- Book travel and accommodation for key personnel.
- Flag and communicate potential issues to the Operations Manager.
Onsite:
- Serve as a point of contact for exhibitors, suppliers, and the venue.
- Support delivery and build, overseeing logistics and stand elements.
- Log and act on any issues or incidents during event days.
- Ensure that exhibitor packages and features are properly implemented.
- Support contractors and troubleshoot onsite needs.
- Write debrief reports and contribute to future event planning.
You Will Be:
- Logical and methodical
- Proactive and hands-on
- Comfortable working with multiple digital tools
- Calm under pressure and adaptable
- A skilled multitasker with excellent attention to detail
- Service-oriented and relationship-driven
Good to Have:
- Basic knowledge of health & safety or food safety standards
- Experience using Slack, Teams, Asana, Google Docs, Airtable, form builders, or mass mail platforms
Benefits:
- Private medical insurance (after 6 months)
- Hybrid working model - work from home, office or both
- Regular team meetups - dinners, outdoor activities and events
- Opportunity to travel
- Access to further learning & development courses