Event Operations Coordinator

We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

This role is based in our 300 South Riverside Plaza, Chicago office

The Event Operations Coordinator will be responsible for the management of all exhibitors for the National Restaurant Association Show, which is the largest annual gathering of food service professionals in the Western Hemisphere. The Coordinator will be an integral part of our Show Planning Team and ideally be detail-oriented, excel at multi-tasking, provide excellent customer service, and be a quick learner of computer-based programs.

This individual should demonstrate a commitment to accuracy and thrive in a team environment.

• Manages all updates, changes, and configurations to the exhibitor floor plan and participates in the floor plan review. Requests updated utility port floor plans from Freeman. Confirms they correctly match our floorplan and submits for updating in Booth 101 and FAQs on website.
• Sends Freeman monthly exhibitor lists.
• Tracks exhibitor priority points, including the history of the National Restaurant Association Show, and organizes exhibitor space selection criteria.
• Assists with the production and maintenance of onsite exhibitor planning information.
• Coordinates onsite exhibitor space selection communications.
• Correlates invitations and database management for specialty booth programs including colleges, shares, NASDA, POP.
• Travels to the National Restaurant Association Show as a vital onsite team member to assist with logistics and exhibitor support.

• Responds to exhibitor inquiries via phone and email while providing positive customer experiences to the exhibitors and internal customers.
• Acts as first contact for sales exhibitor related questions.
• Assists with office hours, call campaigns and webinars for exhibitor education as needed.
• Handles E354 and FHC confirmations and questions.
• Manages out of date signature follow-up.
• Processes exhibitor payments by generating and dispersing invoices/statements and assisting with collections when applicable.
• Follows up on over payments, either push to apply to package/sponsorship or refund. Remaining over payments at close of Show are transferred to new Show or refunded if not renewed.
• Manages and serves as the primary administrator of the exhibitor database. This includes being the lead for MYS Zendesk tickets, running the weekly meeting, and keeping MYS personnel on time with goal of 2‑week turnaround time for tickets.
• Manages Exhibitor Dashboard setup and updates, including Service Kit tiles and forms.
• Works with Registration Manager to review and prepare exhibitor badge registration, list rental, and lead retrieval.
• Creates and sends exhibitor confirmation documents.
• Takes ownership of the Service Kit. This will include updating dates, links, and colors as well as reading through the entire kit (PDFs, website, FOL, etc.) asking questions on items they don’t know as well as making suggestions and recommendations on items that they feel needs clarification to exhibitors, especially for first‑time exhibitors.
• Coordinates with Marketing to update website for service kit launch for publishing.
• Manages Alcohol exhibitor review, approval, and all communications. Acts as liaison with Savor for approved alcohol exhibitors and sampling and F&B sampling exhibitors.
• Works with the Exhibitor Services team members to learn OSSS and MYS new show processes. Helps check items for errors and takes on tasks as possible.

• Quality checks of application/account information, reports, custom fields and details, planner messages and usage, past due report for balance…