Industry Relations & Exhibits Manager (Contract)

Overview

Industry Relations & Exhibits Manager (Contract) Jobs in Remote at Foundation for Sickle Cell Disease Research

The Foundation for Sickle Cell Disease Research is seeking a highly organized, proactive Industry Relations & Exhibits Manager to support sponsorships, grant applications, exhibitor relations, partner-funded programs, exhibit operations, sponsor deliverables, and related revenue-generating activities for FSCDR’s scientific meetings, annual symposium, Grant Writing Institute, pre-symposium sessions, and other educational programs.

This is a hands-on role for someone who is comfortable communicating with sponsors, exhibitors, grantmakers, nonprofit partners, corporate partners, vendors, and internal staff. The ideal candidate is detail-oriented, responsive, professional, comfortable tracking many deadlines at once, and able to move between outreach, follow-up, sponsor fulfillment, grant portals, invoices, reports, Cadmium/Eventscribe tasks, and onsite execution.

This role is not limited to traditional “industry” sponsors. FSCDR works with a wide range of partners, including healthcare companies, foundations, corporations, community organizations, nonprofits, exhibitors, educational supporters, and other mission-aligned sponsors.

This position is fully remote for day-to-day work; however, travel is required for live meetings, site visits, pre-conference activities, onsite event execution, and post-event closeout. Candidates must be willing and able to travel to South Florida and/or other meeting locations as needed, including extended onsite periods around major meetings.

Reports To: Director of Scientific Meetings and Programs

Key Responsibilities

Sponsorships and Partner Support

• Support sponsorship planning, outreach, fulfillment, tracking, and reporting for FSCDR’s scientific meetings, annual symposium, Grant Writing Institute, pre-symposium sessions, and related programs.
• Assist with development and updating of sponsorship offerings, benefit packages, pricing, deadlines, terms and conditions, sponsor recognition opportunities, and sponsor-facing materials.
• Help maintain and update the sponsorship prospectus, including sponsor benefits, booth packages, advertising opportunities, website/app recognition, livestream sponsorships, refreshment breaks, GWI sponsorships, banners, tiles, emails, and other opportunities.
• Coordinate with internal staff, designers, and vendors to ensure sponsor materials are accurate, polished, and delivered on schedule.
• Draft sponsor outreach emails, follow-up emails, reminder messages, sales copy, website text, and sponsor communications.
• Support First Right of Refusal processes, sponsor renewal outreach, sponsor package tracking, and customized sponsorship packages.
• Track sponsor prospects, outreach activity, status notes, deadlines, deliverables, payments, and next steps in Salesforce, Smartsheet, Cadmium/Eventscribe, spreadsheets, or other systems.
• Follow up with past sponsors, prospective sponsors, exhibitors, community partners, nonprofit partners, and corporate supporters.
• Assist with sponsor pipeline reports, sales activity reports, revenue updates, and leadership summaries.

Grants and Reconciliations

• Support submission of sponsorship and educational grant applications through external sponsor/grantmaker portals.
• Assist with annual symposium grant applications, Grant Writing Institute sponsorship applications, and other program-related funding requests.
• Collect, organize, and upload required grant documents, including letters of request, certificates, program descriptions, budgets, agendas, tax documents, and other required attachments.
• Track grant deadlines, submission status, requested information, approvals, denials, payment status, reporting deadlines, and reconciliation requirements.
• Coordinate with internal staff to gather required documents and ensure grant applications are accurate and submitted on time.
• Support post-meeting grant reconciliation, including attendance data, agenda materials, proof of recognition, budget details, outcomes information, reports, and other sponsor-required documentation.
• Maintain clean grant files and historical records for future funding cycles.

Exhibitor Management

• Serve as a key point of contact for exhibitors before, during, and after meetings.
• Draft, edit, and send exhibitor communications, including confirmation emails, invoice emails, reminder emails, monthly exhibitor newsletters, service kit announcements, hotel/registration reminders, move-in/move-out instructions, and onsite information.
• Support exhibitor registration instructions, booth allotments, exhibitor personnel registration, substitutions, and exhibitor customer service questions.
• Help maintain online floorplans, booth assignments, exhibitor profiles, company descriptions, sponsor levels, specialty icons, and exhibitor listings.
• Coordinate with the Meeting Operations & Event Technology Specialist to ensure exhibitor listings and sponsor recognition display accurately on the event website and mobile app.
• Assist with the exhibitor service kit, including registration, lead retrieval, decorator, AV, venue, electrical, internet, catering, shipping, and onsite forms.
• Track certificates of insurance and help ensure required exhibitor documents are collected before the meeting.
• Coordinate with the decorator and internal team on exhibit hall signage, sponsorship signage, booth logistics, move-in/move-out details, and exhibitor service needs.
• Support exhibitor survey creation, post-show exhibitor feedback, and exhibitor-related lessons learned.

Sponsor Deliverables and Fulfillment

• Review sponsorship packages and identify all required deliverables, deadlines, specifications, and recognition requirements.
• Create and maintain sponsor deliverable trackers, including due dates, specs, artwork, logos, ad files, recognition items, signage, app tiles, website banners, push notifications, email placements, registration website recognition, livestream recognition, and other benefits.
• Communicate sponsor deadlines clearly and follow up regularly by email and phone as needed.
• Collect, organize, and route sponsor logos, advertisements, graphics, copy, URLs, descriptions, and other materials.
• Coordinate with designers, vendors, Cadmium/Eventscribe support, meeting operations, and internal staff to ensure sponsor benefits are fulfilled accurately and on time.
• Conduct quality control to confirm sponsor recognition appears correctly on the website, mobile app, signage, emails, livestream materials, printed materials, and onsite assets.
• Help prepare sponsor fulfillment reports, post-event stats, app/website recognition reports, push notification data, survey results, and other sponsor follow-up materials.

Cadmium/Eventscribe and Expo Harvester Support

• Support sponsor and exhibitor workflows in Cadmium/Eventscribe, Expo Harvester, or similar event technology platforms.
• Update sponsorship descriptions, pricing, rate plans, deadlines, booth options, sponsor packages, invoice language, confirmation emails, and sponsor/exhibitor task settings.
• Assist with custom sponsorship packages and backend adjustments as approved.
• Support exhibitor and sponsor badge allotments, company profiles, sponsor levels, booth assignments, sponsor recognition icons, mobile app advertising, and exhibitor directory information.
• Add links, sponsor graphics, exhibitor service kit links, tasks, deadlines, and required sponsor/exhibitor forms into Cadmium/Eventscribe as needed.
• Coordinate with the Meeting Operations & Event Technology Specialist to ensure sponsor and exhibitor information pulls accurately into the website and mobile app.
• Assist with lead retrieval promotion and customer service, including reminder emails and exhibitor questions.

Financial Tracking, Invoicing, and Reconciliation

• Assist with creating and maintaining sponsorship, exhibit, and grant revenue trackers.
• Support invoice creation, invoice language, payment reminders, payment status tracking, accounts receivable reporting, and sponsor/exhibitor payment follow-up.
• Help track credit card payments, checks, purchase orders, invoices, balances due, payment deadlines, and reconciliation items.
• Coordinate with accounting and internal staff to ensure sponsorship and exhibit revenue is accurately tracked.
• Assist with pre-event reconciliation to confirm sponsor/exhibitor payments are received or approved for later payment.
• Support post-event reconciliation of sponsorship, exhibit, grant, and partner-funded program revenue.
• Help prepare revenue summaries, accounts receivable updates, sales reports, grant reconciliation reports, and final closeout documentation.

Sponsored Sessions, Product Theaters, and Partner-Funded Programs

• Support sponsor-facing and exhibitor-facing coordination for product theaters, sponsored sessions, satellite symposia, exhibitor events, pre-symposium sessions, and other partner-funded programs.
• Track available inventory, session dates/times, room capacities, sponsor commitments, required information, deadlines, and deliverables.
• Collect session titles, descriptions, speaker information, logos, AV needs, catering needs, handout needs, signage needs, content capture needs, and other sponsor-provided materials.
• Coordinate with the Scientific Program & Committees Specialist on content/speaker details and with the Meeting Operations & Event Technology Specialist on rooms, AV, F&B, signage, website/app listings, registration, and onsite needs.
• Assist with sponsored session service kits, including AV, room set, catering, lead retrieval, content capture, signage, and other ordering details.
• Send reminders to sponsors to complete required tasks and submit session materials.
• Help manage last-minute sponsor, speaker, or session changes and escalate issues quickly.
• Support post-event sponsor reporting and upload/coordination of approved content capture materials as assigned.

Grant Writing Institute Sponsorships

• Support GWI sponsorship activations, invoices, payment tracking, sponsor recognition, deliverables, and fulfillment.
• Coordinate with the Scientific Program & Committees Specialist and Meeting Operations & Event Technology Specialist to ensure GWI sponsor recognition appears accurately in signage, materials, website/app content, and other approved locations.
• Track GWI sponsorship tiers, benefits, logos, deliverables, deadlines, payments, and post-event reporting needs.

Onsite Support

• Travel onsite for major meetings as needed.
• Support sponsor and exhibitor check-in, exhibit hall setup, sponsor deliverable fulfillment, exhibitor questions, signage checks, sponsor recognition checks, booth issues, and partner-funded program needs.
• Assist with onsite sponsor/exhibitor customer service and troubleshoot issues professionally.
• Coordinate with decorators, AV/production vendors, venue staff, registration staff, Cadmium/Eventscribe support, and internal team members onsite.
• Help ensure sponsors and exhibitors receive a professional, organized, and responsive experience.
• Support onsite documentation, issue tracking, and post-event notes for future planning.

Post-Event Closeout and Reporting

• Assist with post-show exhibitor surveys, sponsor feedback, sponsor fulfillment reports, grant reconciliation, revenue reports, sales activity summaries, and lessons learned.
• Download and organize sales activity reports, sponsor/exhibitor reports, attendee engagement data, lead retrieval information, app/website stats, and sponsor recognition documentation.
• Help prepare a written summary of sponsorship, grant, and exhibit activity, including successes, challenges, and recommendations for the next planning cycle.
• Maintain organized historical files for sponsors, exhibitors, grants, prospectuses, pricing, correspondence, deliverables, reports, and reconciliation records.

Required Qualifications

• 3+ years of experience supporting sponsorships, grants, exhibits, fundraising, partner relations, conference sales, nonprofit development, event operations, association meetings, corporate partnerships, or similar work.
• Strong organizational skills and ability to manage many contacts, deadlines, deliverables, and follow-up items at once.
• Excellent written and verbal communication skills.
• Comfortable communicating professionally with sponsors, exhibitors, grantmakers, corporate partners, nonprofit partners, vendors, internal staff, and leadership.
• Experience drafting emails, tracking outreach, managing deadlines, maintaining spreadsheets, and preparing reports.
• Strong attention to detail and ability to quality-check sponsor/exhibitor listings, invoices, logos, recognition, deliverables, and reports.
• Comfortable using spreadsheets, CRM systems, project trackers, online portals, and event technology platforms.
• Proficiency with Microsoft Office, Google Workspace, Zoom/Teams, and spreadsheets.
• Ability to work independently in a remote environment while staying highly responsive and connected to a distributed team.
• Ability and willingness to travel for live meetings, site visits, pre-conference activities, onsite event execution, and related planning needs.
• Ability and willingness to work occasional evenings, weekends, and extended hours during peak planning periods, sponsor deadlines, grant deadlines, exhibitor deadlines, live meetings, and post-event closeout.

Preferred Qualifications

• Experience with sponsorships, exhibits, grants, or partner-funded programs for medical, scientific, healthcare, nonprofit, association, or continuing education meetings.
• Experience with Cadmium/Eventscribe, SponEx, Expo Harvester, Salesforce, Smartsheet, Mailchimp, Constant Contact, or similar platforms.
• Experience supporting sponsorship prospectuses, exhibitor service kits, sponsor deliverables, grant applications, product theaters, satellite symposia, sponsored sessions, or exhibit halls.
• Experience submitting grants or sponsorship applications through online funder portals.
• Experience tracking sponsorship/exhibit revenue, invoices, accounts receivable, payments, and reconciliation reports.
• Experience supporting onsite exhibitor or sponsor fulfillment at conferences, trade shows, scientific meetings, or association meetings.
• Experience working with designers, decorators, AV vendors, registration teams, event technology teams, and venue staff.

Skills and Competencies

• Highly organized and detail-oriented
• Hands-on and execution-focused
• Professional and responsive
• Strong written communication skills
• Comfortable with outreach and follow-up
• Persistent but diplomatic
• Able to manage sponsor and exhibitor expectations
• Strong customer service orientation
• Comfortable using CRMs, spreadsheets, portals, and event platforms
• Able to track revenue, deliverables, deadlines, and reports accurately
• Calm under pressure
• Flexible and willing to jump in where needed

Work Environment and Travel

This is a fully remote position. Candidates may live anywhere in the United States, subject to FSCDR’s ability to employ in that state.

Travel is required for live meetings, site visits, pre-conference activities, onsite event execution, and related planning needs. Travel may include several consecutive days onsite before, during, and after major meetings. Travel expenses will be reimbursed in accordance with FSCDR policy.

This role may require occasional evening or weekend work during peak planning periods, sponsor deadlines, grant deadlines, exhibitor deadlines, registration launches, live meetings, and post-event closeout.

Additional Information

This job description is intended to describe the general nature and level of work performed by employees assigned to this role. It is not intended to be an exhaustive list of all responsibilities, duties, skills, or requirements. FSCDR reserves the right to add, remove, or change duties and responsibilities at any time, with or without notice.

Pay: $35.00 – $40.00 per hour

People with a criminal record are encouraged to apply

Application Question(s):

• This is a fully remote position for day-to-day work, but it requires travel for site visits, live meetings, and onsite execution, including several consecutive days onsite around major events. Are you willing and able to meet this requirement?

Work Location: Remote

Title: Industry Relations & Exhibits Manager (Contract)

Company: Foundation for Sickle Cell Disease Research

Location: Remote

Category: