Reports to: Director of Meetings (Implementation) and ISTH Director of Industry Relations (Sales)
External Partner Supervision: Stand Builder (global or local), other local or global vendors/partners related to exhibition and sponsorships and meetings delivery
External Partner Liaison Support: ISTH industry partners
The International Society on Thrombosis and Haemostasis (ISTH), a dynamic global medical/scientific professional society in the field of bleeding and clotting disorders. As we expand our work and impact, we are seeking a talented professional to plan, evolve, coordinate and manage exhibition operations and logistics, in addition to sponsorship fulfillment, for the organization’s annual global congresses, courses and other programs held in locations around the world.
This is an exciting opportunity with a mission-driven organization in an international work environment and offers the opportunity for the new team member to play a key role in the growth and professionalization of the organization. The successful candidate must embody ISTH’s core values, posses a strong culturally sensitivity, polished, professional, and diplomatic personality, business acumen, international experience in conference/exhibition/sponsorship management in the medical/scientific arena and be a demonstrated self-starter. This position will play a key customer service and advisor role towards the Society’s industry partners (primarily pharmaceutical and medical device companies) as well to internal and external team members, responsible for daily interactions and functioning in a fast-paced, deadline-oriented international work environment with varied priorities and responsibilities. Demonstrated experience in international exhibition/sales management and in the medical/scientific field are required.
Further details about the Society, along with our efforts and focus, can be found at the end of this job announcement.
The ISTH Tradeshow/Exhibits Manager is a new role at ISTH and will be a key member of the ISTH Meetings Team, responsible for the management/execution of all exhibition operations and logistics, sponsorship fulfillment (including a wide range of educational, scientific and promotional activities such as corporate symposia, product theaters and others) for ISTH’s annual congresses, courses and other programs held in locations around the world.
The responsibility requires strong exhibition/sponsorship related technical understanding (including a deep understanding of pharma/medical device regulations, CME compliances), attention to detail and relationship building in a global setting and with some of the world’s largest pharmaceutical and device manufacturers.
Working within the ISTH Meetings team, the manager collaborates closely with the meetings team, business development team as well as external partners (such as global/and or local stand builders, freight forwarders, AV companies, destination management companies and other vendors) to deliver best-in-class exhibition and sponsorship experiences for our industry partners while maximizing the support for ISTH’s meetings.
Industry Partnership Management
Develop and maintain strong, ongoing and positive relationships with ISTH’s industry partners and act as the key logistics contact for exhibitors and sponsors for all the Society’s congresses, courses and other programs
Manage and implement the Society’s priority point (loyalty) system that rewards companies for their loyalty and support
Participate in the identification of services and solutions and participate in the selection, and ultimately management of (global and local) vendors/partners that will support the exhibit and sponsorship fulfillment process
Maintain and assist in the growth of the ISTH industry partner contact lists (CRM), prepare regular updates, reports, statistics, trends, provide suggestions on improvements and innovations for attracting new and improving current exhibitor and sponsor ROI
Provide best-of-class customer service to internal and external stakeholders
Exhibition and Sponsorship Management
Support the development of income and expense budgets; monitor sponsorship and exhibition revenue and expenses against budgets as required, analyze trends and focus on optimization.
Develop, together with the meetings and business development teams as well as the (global and/or local) stand builder, venue and other partners, and manage the show floor plan to maximize exhibitor-delegate interactions, satisfaction and ROI/ROO for industry partners and participants alike
Execute the development of the exhibition and sponsorship sales information for each congress in close collaboration with the business development and meetings team as well as assist in the development of new revenue-producing sponsorship opportunities
Establish and maintain effective communications with prospective and confirmed exhibitors and sponsors; including, but not limited to sales information (prospectus), booth space and sponsorship allocations, contact confirmation, exhibitor kits, post-conference correspondence and general communication
Responsible for the implementation of all exhibit and sponsor contracts and agreements according to all applicable ISTH guidelines, legal requirements, etc
Responsible for proper and timely invoicing and payment of exhibition and sponsorship amounts in liaison and with the support of the ISTH finance team
Develop, manage and execute all aspects of the technical manual for exhibition and sponsorship services, together with the selected vendors
Assist in the selection, implementation, development and ultimately manage an online exhibition and sponsorship sales and exhibition/sponsorship services tool
Inform the development and ultimately manage and enforce exhibition and sponsorship rules & regulations according to global and respective local rules
Fully prepare and independently manage industry site visits as well as industry post-congress feedback meetings, survey’s etc.
Manage deadlines, deliverables and information flow for sponsorship recognition as well as fulfillment of sponsor/exhibitor benefits with the ISTH marketing and communications team, the registration, program and wider meetings team as well as other parties as necessary; to include, but not be limited to printed programs, website, congress app and other media, registrations, onsite benefits, etc.
Assist in other Society projects as assigned by the Director of Meetings and Director of Industry Relations.
Perform other meetings or Society related duties as assigned.
Skills, Abilities, and Knowledge Required:
Embodies ISTH’s internal core values of fun and recognition, collaboration, trust, communication, respect and progress
A self-starter who demonstrates ownership and commitment to the role
Can operated with a high degree of autonomy, responsibility, initiative and professionalism
Work with a sense of urgency and results-orientation, with the ability to multi-task in a fast paced multi-cultural and international service environment
Demonstrated ability to remain flexible, manage multiple priorities, and stay highly organized and detailed oriented
Proven business and analytical skills
Ability to develop creative solutions to client needs and challenges
Professional presence - ability to communicate with others and collaborate respectfully and in a culturally sensitive way with high-level professionals including volunteer leadership, members, industry professionals and stakeholders from around the world
Keen ability to listen, build relationships and partner with customers while enforcing ISTH rules and regulations
Exemplary written and verbal communications skills
Stay current with global trends in exhibition and sponsorship for medical/scientific organizations and represent the Society in relevant global organizations
Proficiency with terminology and common procedures/rules/regulations of the exhibition and conference industry in an international and medical/scientific setting.
Bi- or multi-linguality is a significant plus
Experience and Minimum Requirements:
College degree required
Minimum of 5 years professional experience in an international conference and trade show/exhibits management role, with specific experience with events held in different locations around the world and in the medical/scientific field
Working knowledge of Microsoft Office, tradeshow, sponsorship/exhibition management and/or other conference management software
This position is mainly sedentary
The position requires the ability to lift and carry up to 30 lbs. of materials.
Weekend and after-hour work may be required as dictated by the event schedule
Travel (primarily internationally) required is up to 10%-15% of work schedule
Preferred employment location is at ISTH Headquarters, but ISTH may consider remote employment based on skills, experience, and North American location of the applicant
Full-time, exempt position (40 hours/week) or on contract basis.
ISTH offers competitive salaries based on the experience and skills of employees. Additionally, ISTH provides a comprehensive benefits package that includes medical, dental, vision, 403b match, ancillary benefits, access to Flexible Spending Accounts, and generous leave benefits. For internal equity and best-in-class practices, this is not a commission or incentives-based position.
Please apply uploading your resume, cover letter and salary requirements using the link below. Only competitive candidates will be contacted and invited to participate in the selection process. No phone calls please.
The International Society on Thrombosis and Haemostasis (ISTH) is a global not-for-profit membership organization advancing the understanding, prevention, diagnosis and treatment of thrombotic and bleeding disorders. The Society is dedicated to transformative scientific discoveries and clinical practices, the development of young professionals and the education of physicians, scientists and allied health professionals wherever they may live. At the ISTH, we initiate and promote education and outreach initiatives, research activities, scientific meetings, peer-reviewed publications, expert committees and the development of standards allowing a common language and approach to basic and clinical science all over the world. The ISTH also operates the World Thrombosis Day (WTD) (worldthrombosisday.org) campaign, a movement that focuses attention on the often overlooked and misunderstood condition of thrombosis. With thousands of educational events in countries around the world, WTD and its partners place a global spotlight on thrombosis as an urgent and growing health problem. Our Society currently serves 5,000 members in 94 countries and is based in Carrboro, North Carolina, near the University of North Carolina-Chapel Hill campus.
ISTH’s global annual congresses bring together an average of 8,000 physicians and scientists, as well as on average 80 exhibitors and sponsors from around the world, making it the largest and scientifically foremost meeting in the field of thrombosis and hemostasis.
Internal Number: ISTH
About International Society on Thrombosis and Haemostasis
The mission of the International Society on Thrombosis and Haemostasis (ISTH) is to advance the understanding, prevention, diagnosis and treatment of thrombotic and bleeding disorders.
We are dedicated to transformative scientific discoveries and clinical practices, the development of young professionals and the education of physicians, scientists and allied health professionals wherever they may live.
At the ISTH, we initiate and promote education and outreach initiatives, research activities, scientific meetings, peer-reviewed publications, expert committees and the development of standards allowing a common language and approach to basic and clinical science all over the world.
We have over 3,800 members in more than 93 countries.