CWEA (California Water Environment Association)
Exhibit and Sponsorship Manager
CWEA (California Water Environment Association), Oakland, California, United States, 94616
Exhibit and Sponsorship Manager
Location:
Oakland (Hybrid)
Position Summary
The Exhibit and Sponsorship Manager is responsible for planning, sales, and execution of exhibitor and sponsorship programs that support CWEA’s annual meetings, courses, and signature events. This role manages all exhibition operations, logistics, and sponsorship fulfillment while cultivating strong relationships with industry partners and key stakeholders. By overseeing recruitment, marketing, contracts, payments, logistics, and on-site support, the Manager ensures exceptional value and seamless experiences for exhibitors, sponsors, and members.
Working closely with senior leadership, the meetings and marketing teams, and external partners such as exhibition management firms, allied organizations, and vendors, the Exhibit and Sponsorship Manager plays a critical role in generating non‑dues revenue by developing strategic sales plans, maximizing ROI/ROO for industry partners, and ensuring sponsor recognition is seamlessly integrated into CWEA programming. The ideal candidate is a self‑starter with proven skills in sales, customer service, and event operations, capable of delivering best‑in‑class exhibitor and sponsor experiences while aligning with CWEA’s mission to support California’s clean water professionals.
Essential Job Functions and Responsibilities
Industry Partnership & Relationship Management
Develop and maintain strong, ongoing, positive relationships with CWEA’s industry partners; serve as the key logistics and relationship contact for exhibitors and sponsors.
Prospect and secure new sponsors and exhibitors while strengthening relationships with returning partners.
Create tailored sponsorship packages that align with partner objectives and CWEA’s mission.
Maintain and assist in the growth of CWEA’s industry partner contact lists (CRM); prepare regular updates, reports, statistics, and trends; recommend innovations to improve exhibitor and sponsor ROI.
Provide best‑in‑class customer service, supporting exhibitors/sponsors with registration, booth selection, and benefit fulfillment.
Collect and act on feedback to improve exhibitor and sponsor satisfaction year‑over‑year.
Exhibition and Sponsorship Management
Develop and execute a strategic and tactical sales plan to achieve annual exhibitor/sponsorship revenue targets ($825K+) across five expected annual events with a total of over 300 exhibitors attending those events.
Support development of income and expense budgets; monitor revenue and expenses, analyze trends, and optimize ROI.
Source and negotiate outside vendor support for events.
Develop and manage show floor plans to maximize exhibitor–attendee interactions and partner satisfaction.
Manage exhibitor/sponsor deliverables for each event, ensuring benefits are fulfilled accurately and on time.
Oversee and update online exhibition/sponsorship sales systems and CRM.
Collaborate with marketing to create and execute exhibitor/sponsorship campaigns; integrate sponsor recognition across website, social, email, programs, and apps.
Establish and maintain effective communications with prospective and confirmed exhibitors/sponsors (prospectuses, contracts, exhibitor kits, reminders, post‑event reports, etc.).
Implement contracts and agreements in compliance with CWEA guidelines and legal requirements.
Ensure timely invoicing and collection of payments; coordinate accounts payable with finance.
Manage exhibitor floorplans, logistics, and vendor coordination with venues, decorators, and partners.
Provide on‑site support at CWEA events, including booth set‑up, sponsor recognition, and troubleshooting.
Sustaining Sponsors Management
Serve as the primary relationship manager for CWEA’s Sustaining Sponsors, ensuring year‑round engagement, recognition, and value delivery.
Grow and further develop the Sustaining Sponsor program by identifying new opportunities and benefits that align with CWEA’s mission.
Secure new Sustaining Sponsors while renewing and upgrading existing partners to multi‑year commitments.
Collaborate with marketing and events teams to integrate Sustaining Sponsors across CWEA’s programs, communications, and events for maximum visibility.
Track and report sponsor satisfaction, ROI, and overall program growth to senior leadership.
Data Organization and Management
Own online vendor/exhibitor CRM ensuring accuracy and ease of function; troubleshoot as necessary and serve as a primary point of contact with CRM support/staff.
Develop ideas and recommendations for vendor data management improvements including, but not limited to, improving efficiency, reporting, accuracy, and financial reporting, as appropriate.
Develop KPIs and report consistently on sales, retention, and satisfaction metrics.
Track and prepare revenue and sponsorship performance reports for leadership.
Performance Goals
Achieve or exceed annual exhibitor & sponsorship revenue target of $825K+.
Deliver 90%+ exhibitor/sponsor retention across annual events.
Increase new exhibitor/sponsor acquisition by 10% annually.
Achieve 90%+ satisfaction scores from exhibitor/sponsor post‑event surveys.
This position requires punctuality and regular and reliable attendance, including at CWEA events and functions. This position will also be required to perform other duties as directed, developed, or assigned.
Knowledge, Skills, Abilities, Education, and Experience Required
Knowledge, Skills, and Abilities
Initiative and Autonomy:
Demonstrates ownership, professionalism, and proactive problem‑solving with minimal supervision.
Creative Problem‑Solving & Business Acumen:
Applies analytical and creative thinking to advance CWEA’s strategic goals.
Communication & Relationship Building:
Communicates effectively, builds relationships across diverse stakeholders, and upholds CWEA standards with tact.
Adaptability & Detail Orientation:
Excels in time management, organization, and flexibility in a fast‑paced environment, responding well to change.
Industry Knowledge:
Understands exhibition/conference rules and trends, applying best practices in event management.
Analytical & Strategic Planning:
Uses strong analytical and planning skills to navigate complex event and sponsorship management.
Stakeholder Engagement:
Persuasion & Influence:
Effectively advocates for CWEA programs and influences stakeholders at all levels.
Education, Certifications, and Licenses
Bachelor’s degree in business, event management, marketing, or related field preferred.
Certified Exhibition Management (CEM) and/or Certified Meeting Professional (CMP) strongly preferred.
Experience
Minimum 5 years professional experience in conference and trade show management role with extensive, direct experience executing conferences and trade shows.
Demonstrated experience and success in inside and outside sales role.
Demonstrated experience and success in management of vendors, contractors, exhibitors, and/or other external parties; track record of successful outside relationship management.
Experience managing a pipeline using a CRM to log activities.
Experience and established tracked record achieving quantitative goals.
Software and Technology
Strong working knowledge of MS Office Suite, especially Outlook, Word, Excel, and PowerPoint, Monday.com.
Vendor/exhibitor CRM, preferably Cadmium.
Compensation CWEA compensates employees according to a staff compensation policy designed to ensure equity. For this position, the established annual rate is $114,384. In accordance with policy, new employees start at 90% of this rate ($102,946) for the first six months. Following successful completion of this introductory period and demonstrated satisfactory performance, pay increases to the full established rate. Please note that CWEA is not able to negotiate a change in the pay rate.
Benefits
Medical, dental, and vision covered at 100% for employee and 60% for dependents.
Annual company retirement contribution (prior year at 5%); eligible after six months.
Access to company-sponsored 403b pre‑tax and 403b Roth retirement plans.
Employer-sponsored and covered Group Term Life and AD&D insurance.
20 days PTO per year in years 0 – 5 of service (increasing to 23 days in years 6 – 10 and 27 days in years 11+).
An alternative Friday off work schedule in which employees work eight 9‑hour days and one 8‑hour day every two weeks, with alternating Fridays off.
Seniority Level
Entry level
Employment Type
Full‑time
Job Function
Marketing and Sales
#J-18808-Ljbffr
Oakland (Hybrid)
Position Summary
The Exhibit and Sponsorship Manager is responsible for planning, sales, and execution of exhibitor and sponsorship programs that support CWEA’s annual meetings, courses, and signature events. This role manages all exhibition operations, logistics, and sponsorship fulfillment while cultivating strong relationships with industry partners and key stakeholders. By overseeing recruitment, marketing, contracts, payments, logistics, and on-site support, the Manager ensures exceptional value and seamless experiences for exhibitors, sponsors, and members.
Working closely with senior leadership, the meetings and marketing teams, and external partners such as exhibition management firms, allied organizations, and vendors, the Exhibit and Sponsorship Manager plays a critical role in generating non‑dues revenue by developing strategic sales plans, maximizing ROI/ROO for industry partners, and ensuring sponsor recognition is seamlessly integrated into CWEA programming. The ideal candidate is a self‑starter with proven skills in sales, customer service, and event operations, capable of delivering best‑in‑class exhibitor and sponsor experiences while aligning with CWEA’s mission to support California’s clean water professionals.
Essential Job Functions and Responsibilities
Industry Partnership & Relationship Management
Develop and maintain strong, ongoing, positive relationships with CWEA’s industry partners; serve as the key logistics and relationship contact for exhibitors and sponsors.
Prospect and secure new sponsors and exhibitors while strengthening relationships with returning partners.
Create tailored sponsorship packages that align with partner objectives and CWEA’s mission.
Maintain and assist in the growth of CWEA’s industry partner contact lists (CRM); prepare regular updates, reports, statistics, and trends; recommend innovations to improve exhibitor and sponsor ROI.
Provide best‑in‑class customer service, supporting exhibitors/sponsors with registration, booth selection, and benefit fulfillment.
Collect and act on feedback to improve exhibitor and sponsor satisfaction year‑over‑year.
Exhibition and Sponsorship Management
Develop and execute a strategic and tactical sales plan to achieve annual exhibitor/sponsorship revenue targets ($825K+) across five expected annual events with a total of over 300 exhibitors attending those events.
Support development of income and expense budgets; monitor revenue and expenses, analyze trends, and optimize ROI.
Source and negotiate outside vendor support for events.
Develop and manage show floor plans to maximize exhibitor–attendee interactions and partner satisfaction.
Manage exhibitor/sponsor deliverables for each event, ensuring benefits are fulfilled accurately and on time.
Oversee and update online exhibition/sponsorship sales systems and CRM.
Collaborate with marketing to create and execute exhibitor/sponsorship campaigns; integrate sponsor recognition across website, social, email, programs, and apps.
Establish and maintain effective communications with prospective and confirmed exhibitors/sponsors (prospectuses, contracts, exhibitor kits, reminders, post‑event reports, etc.).
Implement contracts and agreements in compliance with CWEA guidelines and legal requirements.
Ensure timely invoicing and collection of payments; coordinate accounts payable with finance.
Manage exhibitor floorplans, logistics, and vendor coordination with venues, decorators, and partners.
Provide on‑site support at CWEA events, including booth set‑up, sponsor recognition, and troubleshooting.
Sustaining Sponsors Management
Serve as the primary relationship manager for CWEA’s Sustaining Sponsors, ensuring year‑round engagement, recognition, and value delivery.
Grow and further develop the Sustaining Sponsor program by identifying new opportunities and benefits that align with CWEA’s mission.
Secure new Sustaining Sponsors while renewing and upgrading existing partners to multi‑year commitments.
Collaborate with marketing and events teams to integrate Sustaining Sponsors across CWEA’s programs, communications, and events for maximum visibility.
Track and report sponsor satisfaction, ROI, and overall program growth to senior leadership.
Data Organization and Management
Own online vendor/exhibitor CRM ensuring accuracy and ease of function; troubleshoot as necessary and serve as a primary point of contact with CRM support/staff.
Develop ideas and recommendations for vendor data management improvements including, but not limited to, improving efficiency, reporting, accuracy, and financial reporting, as appropriate.
Develop KPIs and report consistently on sales, retention, and satisfaction metrics.
Track and prepare revenue and sponsorship performance reports for leadership.
Performance Goals
Achieve or exceed annual exhibitor & sponsorship revenue target of $825K+.
Deliver 90%+ exhibitor/sponsor retention across annual events.
Increase new exhibitor/sponsor acquisition by 10% annually.
Achieve 90%+ satisfaction scores from exhibitor/sponsor post‑event surveys.
This position requires punctuality and regular and reliable attendance, including at CWEA events and functions. This position will also be required to perform other duties as directed, developed, or assigned.
Knowledge, Skills, Abilities, Education, and Experience Required
Knowledge, Skills, and Abilities
Initiative and Autonomy:
Demonstrates ownership, professionalism, and proactive problem‑solving with minimal supervision.
Creative Problem‑Solving & Business Acumen:
Applies analytical and creative thinking to advance CWEA’s strategic goals.
Communication & Relationship Building:
Communicates effectively, builds relationships across diverse stakeholders, and upholds CWEA standards with tact.
Adaptability & Detail Orientation:
Excels in time management, organization, and flexibility in a fast‑paced environment, responding well to change.
Industry Knowledge:
Understands exhibition/conference rules and trends, applying best practices in event management.
Analytical & Strategic Planning:
Uses strong analytical and planning skills to navigate complex event and sponsorship management.
Stakeholder Engagement:
Persuasion & Influence:
Effectively advocates for CWEA programs and influences stakeholders at all levels.
Education, Certifications, and Licenses
Bachelor’s degree in business, event management, marketing, or related field preferred.
Certified Exhibition Management (CEM) and/or Certified Meeting Professional (CMP) strongly preferred.
Experience
Minimum 5 years professional experience in conference and trade show management role with extensive, direct experience executing conferences and trade shows.
Demonstrated experience and success in inside and outside sales role.
Demonstrated experience and success in management of vendors, contractors, exhibitors, and/or other external parties; track record of successful outside relationship management.
Experience managing a pipeline using a CRM to log activities.
Experience and established tracked record achieving quantitative goals.
Software and Technology
Strong working knowledge of MS Office Suite, especially Outlook, Word, Excel, and PowerPoint, Monday.com.
Vendor/exhibitor CRM, preferably Cadmium.
Compensation CWEA compensates employees according to a staff compensation policy designed to ensure equity. For this position, the established annual rate is $114,384. In accordance with policy, new employees start at 90% of this rate ($102,946) for the first six months. Following successful completion of this introductory period and demonstrated satisfactory performance, pay increases to the full established rate. Please note that CWEA is not able to negotiate a change in the pay rate.
Benefits
Medical, dental, and vision covered at 100% for employee and 60% for dependents.
Annual company retirement contribution (prior year at 5%); eligible after six months.
Access to company-sponsored 403b pre‑tax and 403b Roth retirement plans.
Employer-sponsored and covered Group Term Life and AD&D insurance.
20 days PTO per year in years 0 – 5 of service (increasing to 23 days in years 6 – 10 and 27 days in years 11+).
An alternative Friday off work schedule in which employees work eight 9‑hour days and one 8‑hour day every two weeks, with alternating Fridays off.
Seniority Level
Entry level
Employment Type
Full‑time
Job Function
Marketing and Sales
#J-18808-Ljbffr