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Exhibitor Services Representative - HARGROVE

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Job ID EXHIB009864 Date posted 11/30/2021 Location Lanham , Maryland Position Type Full Time

Position Overview

Exhibitor Services Representative (ESR) has overall responsibility for each trade show project assigned and serves as the primary customer service representative to all exhibitors prior to, during, and after the show; providing high quality support in response to all customer inquiries. At the direction of the Manager, Event Production, this person must manage to the optimal project timeline; ensuring all pre-show, onsite and post-show deadlines are met, including all orders processed and payment on file, post show reporting and collections and ensuring all equipment, files and supplies arrive at show site, while managing customer related needs.  This position is responsible for facilitating and communicating the exhibitor's needs to the various operating departments within Hargrove, venues and subcontractors as appropriate. 

Exhibitor Services Representative may own trade show projects of all sizes; requiring advanced levels of expertise and ability as it relates to show size, scale and custom components.  They have the additional responsibility of supporting the Group Managers and Executive Producers with training and mentoring of fellow staffers and supporting corporate initiatives such as workflow development and standard operating processes and procedures. 

Key Job Responsibilities

Specifically, the duties of this position include but are not limited to: 

  • Respond to inquiries from exhibitors via phone, fax, mail, and email in a timely manner 
  • Lead mid-level shows (between 200 and 400 exhibitors)   
  • Assist other ESRs on large scale tradeshows (400 or more) 
  • Ability to multi-task as you will typically handle 2-3 shows simultaneously 
  • Travel locally and nationally to manage onsite Exhibitor Service Desk 
  • Successfully perform all pre-show, onsite and post-show responsibilities 
  • Ensure all files, data, supplies and equipment are prepared, packed and delivered to show site including move out packets and letters 
  • Attend internal meetings as required 
  • Participate and support corporate initiatives for improving infrastructure, processes and procedures 
  • Responsible for training new EMESs both onsite and in the office, and developing training materials 
  • Cross check EMES processing and show site work to improve efficiency 
  • Responsible for updating and improving exhibitor order forms 
  • Communication of Show reporting (soft close, final reports) 
  • Other duties as assigned 


Job Qualifications

  •  Bachelor’s degree or higher in Business, Marketing, Event Planning, Communications or a related area of study ro equivalent industry experience 
  •  3+ years of event production experience including special events and trade shows 
  •  1+ years of direct account/client management 
  •  Excellent customer service skills and the ability to work with cross-functional teams across many levels of management, including the executive leadership 
  •  Budget monitoring and management 
  •  Works well both independently, is self-motivated, and as a team player, both in the office and at show site with little to no supervision 
  •  Familiarity with web-based project management software packages such as Boomer, Forms, etc 
  •  Fluent using the English language, along with excellent written and oral communication skills 
  •  Positive approach to teamwork, sales and problem solving 
  •  Detail oriented, strong organizational skills, and works well under pressure 
  •  Microsoft Office 365 experience required 
  •  Certified Meeting Planner certification preferred 
  •  Willingness to travel (<50%) 


  •  Attention to Communication 
  •  Detail Oriented 
  •  Exceeds Customer Expectations  
  •  Concern for Quality 
  •  Decision Making 
  •  Influence 
  •  Production Efficiency 
  •  Project Planning 
  •  Problem Solving 
  •  Staff Development 
  •  Teamwork 

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